Executive Assistant

Overview

John Hancock’s U.S. Law Department is seeking a highly organized and detail‑oriented Executive Assistant to provide comprehensive administrative and secretarial support to five attorneys and operational support to the Third‑Party Paralegal Team. This role ensures accurate intake of third‑party matters into our docketing system and efficient tracking and processing using designated systems and tools.

• Hard‑copy documents received by mail.
• Digitally served documents delivered through our nationwide registered agent for service of process (CSC). The process uses Passport, SharePoint, Law Pack Archive, and the Litigation Division Shared Drive.

Mailroom personnel scan all mail into the Third‑Party SharePoint folder.

• Download mail from SharePoint.
• Date stamp each piece using Adobe.
• Check Passport and Law Pack Archive for prior records.
• For new matters:
  • Create and docket cases in Passport.
  • Assign the matter to a Paralegal in Charge ("PIC").
  • Add detailed comments.
• For existing matters:
  • Update comments and associate new documents accordingly.
  • Log all 3rd party matters received on the Third Party’s Excel spreadsheet Mail Log.
  • Move scanned documents to the work queue folder for the assigned PIC on the Shared Drive.

• A paralegal reviews and acknowledges CSC transmittals daily online through the CSC portal.
• The paralegal sends instructions to the EA for processing and docketing.
• Steps for EA:
  • For new matters: open the case in Passport, including adding a new Task entry.
  • For existing matters: assign to existing PIC and add a new Task entry within Passport.
  • Input information on the 3rd Party’s Excel spreadsheet Mail Log, digitally stamp documents via Adobe, and add detailed comments such as Passport Matter Number, assigned PIC, "new" vs. "existing" matter and the date the matter was opened.
  • Move CSC transmittal documents to the work queue folder for the assigned PIC on the Shared Drive.

• Third-Party Unit SharePoint site
• Passport
• Law Pack Archive
• Litigation Division Shared Drive
• Adobe (stamp and comment functions)

• Compile and print highly confidential information, including for use in reports and meetings.
• Compose letters, memoranda and other documents and handle routine correspondence as directed.
• Input litigation related information to company‑wide docketing system.
• Review litigation related documents for critical deadlines and other information.
• Make contact with outside counsel and adversary counsel as needed.
• Schedule appointments and meetings for department personnel.
• Timely pick up and/or deliver department mail to/from company mail room.
• Handle travel arrangements for department staff and process related expense reports. Arrange function room, menus and travel for large and small meetings in accordance with Company travel and expense policies.
• Utilize the company’s e‑billing system to manage external legal spend. Establish and close matters, update company and firm participants, cost center, etc. Respond to inquiries from both internal staff and external vendors on status of invoices.
• Ensure invoices are in good order for receipt by AP: appropriate amount, payee, matter and service description.
• Assist in‑house counsel with settlement checks and wires using all appropriate E‑Treasury platforms to ensure settlements are issued timely.
• Troubleshoot problems with printers, copy machines, fax machines, phones, etc. Initiate and manage the appropriate service and/or purchase requests. Perform other duties for department such as on‑boarding/off‑boarding of staff, maintaining and ordering office supplies, and invoicing and purchasing responsibilities.
• Handle other duties and responsibilities as assigned by attorneys and paralegals and ensure the accurate and timely completion of tasks. Projects assigned may include research, correspondence, presentation preparation or other work of the department.

• Bachelor’s degree preferred, or high school diploma and advanced secretarial school certificate.
• 3‑5 years of experience as an executive or…