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Executive Assistant

3 months ago

Kitchener, Ontario, Canada Manulife Full time

_Are you looking for a supportive, collaborative workplace with great teams and inspiring leaders? You've come to the right place. We're looking for ambitious people who share our values and want to make every day better for people around the world. If this sounds like you, and the career below sounds exciting, we'd like to hear from you. _

Working Arrangement
Hybrid

The Opportunity


The Manulife Employee Experience team is seeking an Executive Assistant to provide effective and timely administrative support for the VP HR Strategy and Transformation & the VP of Employee Experience Design.

This position requires strong judgment, professionalism, and confidentiality in dealing with high profile situations that require tact and diplomacy. This role is expected to create and maintain strong internal and external client relationships.

Responsibilities
Day-to-day Administrative Support

  • Calendar management, including all travel arrangements and tracking of VP's expenses incurred,
  • Conference room bookings and coordination of management meetings, and tele/video conferencing setup.
  • Anticipate issues and initiate appropriate action to ensure the most effective use of the VP's time; proofread, make edits to and format documents.
  • Ensure VP has all necessary information for meetings, i.e., synthesize and prepare relevant documentation, coordinate agenda items, etc.

Material Preparation:

  • Prepare spreadsheets, correspondence, and presentation material for high level use as well as general and administrative support. This includes drafting responses to semiroutine inquiries, filing, photocopying, mail sorting, telephone screening and faxing.
  • Oversee and direct the departmental filing and records management function
  • Ensure ongoing smooth uninterrupted operation of printers, photocopiers, and fax machines

Departmental Budget/Expenses:

  • Ensure "Performance to Plan" information is correct and that significant discrepancies are corrected and/or escalated to the work area owner. This also includes processing various expenses and invoices payments.

Employee on-boarding/termination:

  • For new employees, liaise with IT, Security, HR, and Facilities to get IT and physical access, ensure work area is clean, functional, and appropriately set up with supplies, etc.
  • For employee terminations, liaise with IT, Security, HR, and Facilities as required to discontinue IT and physical access, ensure the return of Manulife equipment and property, ensure office space is emptied/cleaned, make appropriate entries on company databases

What motivates you?

  • You obsess about customers, listen, engage, and act for their benefit.
  • You think big, with curiosity to discover ways to use your agile approach and enable business outcomes.
  • You thrive in teams and enjoy getting things done together.
  • You take ownership and build solutions, focusing on what matters.
  • You do what is right, work with integrity and speak up.
  • You share your humanity, helping us build a diverse and inclusive work environment for everyone.

What we are looking for

Qualifications:

  • College diploma in Administration or Business or extensive related business experience.
years of experience providing administrative support to management, prior experience supporting finance, IT or Corporate function an asset.

  • Strong interpersonal and diplomacy skills with a high comfort level in dealing with senior management and individuals at all levels, including external vendors.
  • Demonstrated ability to communicate ideas orally and in writing. Strong writing and editing skills.
  • Proven selfstarter who takes initiative and thrives in a fastpaced environment.
  • Ability to balance multiple priorities and projects and prioritize work while maintaining a high degree of accuracy. Resultsoriented and organized.
  • Excellent knowledge of Windows, MS Office products (Word, Excel, PowerPoint). Experience with Workday, Concur and ServiceNow an asset
  • Working knowledge of SharePoint.
  • Ability to use judgment in anticipating and initiating appropriate action along with ability to analyze situations/issues and recommend change.
  • Strong service orientation and sound judgment in assessing and handling requests in management's absence.
  • Demonstrates tact and professionalism and maintains confidentiality.
LI-Hybrid

What can we offer you?

  • A competitive salary and benefits packages.
  • A growth trajectory that extends upward and outward, encouraging you to follow your passions and learn new skills.
  • A focus on growing your career path with us.
  • Flexible work policies and strong worklife balance.
  • Professional development and leadership opportunities.

Our commitment to you

  • Valuesfirst culture
We lead with our Values every day and bring them to life together.

  • Boundless opportunity
We create opportunities to learn and grow at every stage of your career.

  • Continuous innovation
We invite you to help redefine the fut