Executive Assistant

Provide diverse and advanced administrative support to Global Real Estate Finance team members in the Toronto and Boston head offices.

Within established guidelines, relieve executive and/or officers of details and advanced administrative duties. Personally, take action whenever possible.

Schedule meetings and prepare agendas.

Handle complex calendars that change frequently. Prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.

Own the draft of invites and be proactive to incorporate additional context for attendees.

Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, business travel letters, and visas.

Complete expense reports and maintain detailed records of expenses.

Follow up with billing related matters or expense charge discrepancies.

Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.

Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.

Register visitors and arrange function room, menus and travel for large and small external meetings in accordance with Company travel policies.

Prepare routine reports with respect to the business activities of the group

Perform other duties as assigned, such as taking minutes of meetings, space planning (new associates), record keeping, maintaining contacts and inputting business cards, maintaining office supplies, invoice and purchasing activity, or other administrative functions.

May participate in broader department projects as required; ensure the accurate and timely completion of tasks.

Assist with the planning and implementation of departmental events and activities, including conferences (eg. Mortgage Bankers Association).

Assist in crafting draft presentations.

Acts as back-up to other Executive Assistants in department.

Generally, plan, organize and schedule own work. Ability to be agile as priorities and request change.

College diploma or Undergraduate degree or equivalent.

2+ years of related administrative assistant experience, some project management experience preferred.

Strong organizational skills (planning, coordination, priority setting, task management and follow through).

Proficiency in standard MS Office applications such as Outlook, Teams, Word, Excel, as well as experience with human capital management systems, expense and travel management systems, or ability to learn new systems of this type. Manulife uses Workday, Concur, and CWT Travel

Ability to work in a global work environment.

Strong oral/written communication skills required to interact with senior officers and representatives.

Excellent meeting planning skills.

Ability to handle complex and critical work situations with sgood judgement discretion, and empathy.

Highly collaborative and results-oriented.

Strong interpersonal skills and ability to work efficiently across cultures.

We’ll empower you to learn and grow the career you want.

We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.

As part of our global team, we’ll support you in shaping the future you want to see.