Manulife is looking for an Executive Assistant and Office Manager to join our team in Ireland.

Reporting directly to the CEO, primary responsibilities would be:

• Management of the annual calendar, travel and expenses for the CEO
• Contact point for key industry relationships e.g. Irish Funds, Basis point
• Accountable for the MIM Ireland Business Continuity Plan and testing
• Responsible for maintaining and supporting the on boarding procedure for MIM Ireland with Human Resources & Technology teams
• Support in office meetings & visitors to the Dublin office e.g. Board members including
• Access card management
• Maintaining & providing updated FAQ information for visitors
• Liaison with Concierge
• Management of Document signoff & Register on behalf of MIM Ireland
• Ensure all documents presented for CEO (or Director) signature are in good order i.e. reviewed & pre- approved by business & legal teams, as appropriate
• Maintain audit trail, on the Executive Office SharePoint site, of each request, approval, & executed version business record
• Business Unit Records Coordinator for MIM Ireland
• Ensure business unit is compliant with the GWAM Global Records & Information Management Policy to include
• Liaison with GWAM Records & Information Team
• Coordination of annual attestation for ManCo
• Maintenance of Electronic Records Inventory
• Implementation of RIM initiatives locally at ManCo level
• Management of SharePoint Sites - MIM Ireland / Exec Office / Archive & others as appropriate.
• Management of individual SharePoint libraries - including MIMIL Administration & others
• Tech Inventory & Management
• Laptops / Phones / Peripherals
• Local Contact Point re Circuits, Wi-Fi, Printer, MTR Rooms, UPS, etc
• Concierge & Landlord Liaison Point
• Office Management Responsibilities
• Manage key vendor relationships
• Facilities management provider & subcontractors
• Fire Reports & Actions Arising
• Manage the office access system & access cards
• Mobile Phones provider
• Electricity provider
• Catering & Stationary supplies
• Cleaners
• Other as appropriate
• Liaison with MFC Corporate Real Estate Team re.
• Periodic Lease Review Negotiation
• Manulife Security Audit
• Generate & submit monthly attendance report
• Maintain & execute other office management procedures as required e.g. visual safety checks, water temp test etc

REQUIREMENTS

• Seven years’ executive assistant experience within asset management or a Management Company.
• Third-level university graduate
• Requires comfort with a fast-paced environment, constantly seeking ways to improving efficacy and frequency of meetings.
• High comfort level with Technology in a Technology led environment
• Exceptional Microsoft Office skills & experience including but not limited to Outlook, Word, Excel, PowerPoint, SharePoint, Teams
• Proficiency in CWT, Concur, Fusion/ Salesforce, Archer, Adobe Pro, DocuSign an advantage
• Highly organized file management especially within complex organizational structures.
• Ability to act with discretion and independence with sensitive communications and management of executive calendar for large scale and critical path meetings
• Highly organized; especially with digital files and complex organizational structures.
• Superior verbal and written skills
• Advanced calendar and schedule techniques
• Values‐oriented, collaborative start‐up culture with focus on value‐added outcomes at all levels of the larger organization.
• International experience with North America and Asia a plus
• Details: Regular, Full Time, Dublin, IRL, Weekly Hours 35

• Management of the annual calendar, travel and expenses for the CEO
• Contact point for key industry relationships e.g. Irish Funds, Basis point
• Accountable for the MIM Ireland Business Continuity Plan and testing
• Responsible for maintaining and supporting the on boarding procedure for MIM Ireland with Human Resources & Technology teams
• Support in office meetings & visitors to the Dublin office e.g. Board members including
• Access card management
• Maintaining & providing updated FAQ information for visitors
• Liaison with Concierge
• Management of Document signoff & Register on behalf of MIM Ireland
• Ensure all documents presented for CEO (or Director) signature are in good order i.e. reviewed & pre- approved by business & legal teams, as appropriate
• Maintain audit trail, on the Executive Office SharePoint site, of each request, approval, & executed version business record
• Business Unit Records Coordinator for MIM Ireland
• Ensure business unit is compliant with the GWAM Global Records & Information Management Policy to include
• Liaison with GWAM Records & Information Team
• Coordination of annual attestation for ManCo
• Maintenance of Electronic Records Inventory
• Implementation of RIM initiatives locally at ManCo level
• Management of SharePoint Sites - MIM Ireland / Exec Office / Archive & others as appropriate.
• Management of individual SharePoint libraries - including MIMIL Administration & others
• Tech Inventory & Management
• Laptops / Phones / Peripherals
• Local Contact Point re Circuits, Wi-Fi, Printer, MTR Rooms, UPS, etc
• Concierge & Landlord Liaison Point
• Office Management Responsibilities
• Manage key vendor relationships
• Facilities management provider & subcontractors
• Fire Reports & Actions Arising
• Manage the office access system & access cards
• Mobile Phones provider
• Electricity provider
• Catering & Stationary supplies
• Cleaners
• Other as appropriate
• Liaison with MFC Corporate Real Estate Team re.
• Periodic Lease Review Negotiation
• Manulife Security Audit
• Generate & submit monthly attendance report
• Maintain & execute other office management procedures as required e.g. visual safety checks, water temp test et