Executive Assistant

We are looking for a motivated Executive Assistant to join our growing Advanced Analytics team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high‑quality administration. Position Responsibilities Provide diverse and advanced administrative support to VP‑level staff. Within established guidelines, relieve executive and/or officer of details and advanced administrative duties; personally take action whenever possible. Schedule meetings and prepare agendas. Manage complex calendars that change frequently; own the draft of invites and proactively add context for attendees. Serve as the de‑facto office manager for staff on the floor. Perform other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings. Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules; handle details for foreign travel including entry papers, currency, passports, and visas. Complete expense reports and maintain detailed records of expenses. Prioritize meeting requests, personally responding whenever possible and using judgment on potentially urgent matters. Communicate information to and from the executive/officer to a wide range of internal and external contacts. Manage projects as assigned and ensure accurate and timely completion of tasks. Generally plan, organize and schedule own work. Follow up with billing‑related matters or expense charge discrepancies. Assist with planning and implementation of departmental events and activities. Assist in creating draft presentations. Provide minor admin assistance to the team. Assist with booking rooms and coordinating catering for the team in Boston. Support Real‑Estate‑related tasks, including assigning seats and coordinating team moves. Organize Town Hall viewing rooms across sites for town halls and off‑sites. Act as local point of contact for Boston team logistics, office coordination, and day‑to‑day administrative support. Coordinate visitor logistics for Boston‑based meetings, including room access, guest registration and on‑site support needs. Partner with Facilities, Real‑Estate, and IT teams to support office‑related requests, meeting‑room readiness, and employee onboarding logistics. Support coordination of Boston team events, leadership visits, working sessions and employee engagement activities. Maintain awareness of Boston office needs and elevate administrative, space, or meeting support issues as appropriate. Act as back‑up to other Executive Assistants on team. Be agile as priorities and requests change. Shared Responsibilities Work with others to ensure efficiency of the administrative and support functions. May oversee or collaborate on special projects or initiatives. Mentor administrative support staff. Required Qualifications Bachelor’s degree in administration, business or relevant areas. 2‑5 years of related administrative assistant experience, with some project‑management experience preferred. Proficiency in all MS Office applications and technology savvy. Broad understanding of the organization’s policies and practices. Ability to work in a global work environment. Strong oral and written communication skills, required to interact with senior officers and representatives. Excellent meeting‑planning and organizational skills (planning, coordination, priority setting, task management and follow‑through). Ability to manage complex and sensitive work situations with sound judgment, discretion and empathy. Highly collaborative and results‑oriented. Strong interpersonal skills and ability to work effectively across cultures. Preferred Qualifications Activity Coordination Business Partnering Prioritization Service Delivery Effectiveness Troubleshooting/Technical Support Decision Authorities Prioritizing meetings, calls and situations for executive review. Improving administrative business practices to increase effectiveness. Employer Information and EEO Statement Manulife is an Equal Opportunity Employer. At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy‑related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law. It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact View email address on click.appcast.io. Compensation and Benefits Salary range: $53,250.00 USD ‑ $88,750.00 USD. Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance. The actual salary will vary depending on local market conditions, geography and relevant job‑related factors such as knowledge, skills, qualifications, experience and education/training. For locations outside Boston, contact View email address on click.appcast.io for the salary range for your location. Benefits include health, dental, mental health, vision, short‑ and long‑term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, and employee/family assistance plans. We also offer various retirement savings plans (including pension/401(k) and a global share‑ownership plan with employer matching contributions) and financial education and counseling resources. Paid time off in the U.S. includes up to 11 paid holidays, 3 personal days, 150 hours of vacation and 40 hours of sick time (or more where required by law). We offer the full range of statutory leaves of absence. We use data and analytics technologies, such as artificial intelligence (AI), and automated processing tools, to analyze and process the information you provide to us or third parties in the application process. For more information, please refer to our personal information collection statement. #J-18808-Ljbffr