Executive Assistant

at  Manulife

We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and meaningfully challenged, we all thrive. Discover how you can grow your career, make impact and drive real change with our Winning Team today.

JOB DESCRIPTION

Join our Global Technology Strategy team!
We are seeking a dedicated, highly organized, and proactive Executive Assistant to support our Executive Team. This role will report to our VP of Global Technology Strategy.

• Calendar management using MS Outlook to; ability to coordinate complex and changing schedules and other urgent meeting requests; process and reconcile travel and expense reports for reimbursement using the Concur Expense management system; arrange domestic and international travel as required; process visas and other renewals as needed.
• Maintains office efficiency by planning and maintaining conference room equipment and office supplies etc.
• Pre-clears visitors and greets for meetings and interviews (when applicable). Ensures all equipment as required is set-up properly. Organizes building access for employees as required.
• Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
• Coordinate and manage offsite and onsite meeting logistics (international and domestic)
• Liaise with other Administrative Assistants to coordinate meetings and travel logistics: air, ground transportation, meeting preparation, agenda preparation, and dinner arrangements, etc.
• Answer and redirect queries for senior leaders from both internal/external sources as applicable.
• Organize and maintain confidential files and records for department as required.
• Enters and process system tickets for approvals, tracks for completion and properly maintain documents per department standards.Participate in ad-hoc operational projects as needed.