Executive Assistant

Manulife

13d ago

Job
Full-time
Expert Level
Software Engineering
People, HR & Administration
Toronto

AI generated summary

You need strong interpersonal skills, 10+ years supporting senior management, excellent communication, proficiency in Office 365, and the ability to manage travel and priorities in a fast-paced environment.
You will manage the CTO's calendar, organize meetings, handle travel and expenses, mentor EAs, streamline approvals, and coordinate company events while ensuring effective communication.

Requirements

Strong interpersonal skills with a high comfort level in dealing with senior management and individuals at all levels.
Great teammate who collaborates well across departments to ensure desired outcomes are achieved.
Demonstrates tact and professionalism and maintains confidentiality.
A solution driven individual who thrives in a fast-paced environment, takes accountability for their work and can make decisions and exercise sound judgment.
Ability to balance and prioritize competing demands on their time while maintaining high degree of accuracy.
Strong service orientation and sound judgment in assessing and handling requests.
Excellent verbal communication, writing and editing skills.
Excellent knowledge of Windows, Office 365 (Word, Excel, PowerPoint), Yammer, Teams, SharePoint.
Knowledge of the organization's operations and policies helpful.
Ability to review data for reasonableness using initiative to investigate anomalies.
Ability to lead, coach and engage others in a team environment.
University or College diploma in Administration or Business or extensive related business experience; minimum of 10 years’ experience providing executive secretarial support to senior management.
Prioritization and time management in a fast paced, high-volume workload, multi-tasking environment.
Working with diverse global collaborators.
Working overtime when required meeting internal or external deadlines.
Ability to adapt quickly to the Sr. Executive’s unexpected change in schedule and to follow through with affected parties in a timely fashion.
Strict confidentiality should always be paramount in everything that represents the CTO and their office.
Resourcefulness in getting the Senior Executive information ahead of meetings.
Manage complex travel arrangements and coordinate with multiple people in different countries.

Responsibilities

Manage complex calendar and prioritize the Chief Technology Officer’s schedule.
Organize meetings with direct reports, other Executive and teams, coordinate management meetings/conferences, and handle internal/external meeting room bookings, catering, and assist with Town hall setups.
Manage travel arrangements, including national and international travel, purchasing tickets, hotel reservations, and aligning with other admins when traveling with other leaders.
Handle confidential information with discretion and interact effectively with all levels of management, other departments, and internal/external customers.
Anticipate issues and take appropriate action to ensure the most effective use of the CTO's time.
Ensure the CTO has all important information for meetings by organizing and preparing relevant documentation for pre-reads and coordinating agenda items.
Prepare and submit expense reports, review and manage incoming expenses/system approvals, and process various expenses and invoice payments.
Lead onboarding of new direct reports to CTO and mentor less experienced EAs.
Perform other administrative duties to support the smooth operation of the CTO’s office, including maintaining office supplies and equipment, ordering stationery, supporting effective onboarding/offboarding processes, signing in vendors to the building, and escorting them to the CTO's office or meeting room.
Organize and streamline the approval process for various documents and requests.
Handle and process approvals on behalf of the CTO, ensuring timely and accurate execution.
Track and report on the status of approvals to ensure compliance with organizational policies.
Act as a liaison between the CTO and internal/external partners.
Screen and prioritize incoming communications, including emails, calls, and messages.
Draft, proofread, and edit correspondence, reports, and presentations.
Plan and coordinate company events, conferences, and other functions as required.
Manage logistics, including venue selection, catering, and transportation.

FAQs

What is the primary location for this Executive Assistant position?

The primary location for this position is Downtown, Toronto.

What is the salary range for the Executive Assistant role?

The salary range is expected to be between $52,650.00 CAD - $87,750.00 CAD.

How many years of experience are required for this position?

A minimum of 10 years’ experience providing executive secretarial support to senior management is required.

Will the Executive Assistant be managing travel arrangements?

Yes, the Executive Assistant will manage travel arrangements, including national and international travel.

Is there an opportunity for professional development in this role?

Yes, there are professional development and leadership opportunities offered for this position.

What are the working conditions for this job?

The working conditions include prioritization and time management in a fast-paced, high-volume workload with the need for multitasking and adaptability to schedule changes.

What type of skills are emphasized for this Executive Assistant position?

Strong interpersonal skills, excellent verbal communication, writing and editing skills, and a service-oriented approach are emphasized.

Is this position fully remote?

No, this position is hybrid, which means it includes both in-office and remote work.

What kind of events will the Executive Assistant be responsible for planning?

The Executive Assistant will be responsible for planning and coordinating company events, conferences, and other functions as required.

Does Manulife offer an inclusive work environment?

Yes, Manulife is committed to fostering an inclusive workplace where everyone thrives and embraces diversity.

Manulife

Finance

Industry

10,001+

Employees

Mission & Purpose

Manulife is a leading international financial services group that helps people make their decisions easier and lives better. With our global headquarters in Toronto, we operate as Manulife across our offices in Canada, Asia, and Europe, and primarily as John Hancock in the United States. We have more than 40,000 employees, over 116,000 agents serving ~34 million customers worldwide, and over $1.3 trillion in assets under management and administration.