Executive assistant

As a member of the Global Talent Acquisition and People Analytics Team, The Executive Assistant’s (EA) primary focus will be to partner with the Global and North American Heads of Talent Acquisition (TA), the Executive Recruiters, and the VP of Global People Analytics and Insights. The EA will gain cross‑functional experience within Manulife/John Hancock and establish key partnerships with other EAs.

This role will be instrumental in helping to evolve and deliver a world class Talent Acquisition and People Analytics and Insights experience.

On the job you will:

• Partner with the executives in TA and People Analytics and Insights to help solve day‑to‑day challenges and derive solutions to increase team efficiency.
• Partner with Executive Recruiters to coordinate experiences for top executive candidates which will involve participating in:
  Intake, update, and debrief calls
• Organization of in‑person meetings and the related candidate experience
• Scheduling of interviews (phone, video and in person) with candidates and the interview panel, requiring partnership with various Executive Assistants and Administrative Assistants throughout the company
• Manage projects as assigned and ensure accuracy and the timely completion of tasks.
• Facilitate the exchange of information between the executive and various internal and external stakeholders.
• Collect, compile and evaluate highly confidential and sensitive information and data from diverse sources, and create reports and memos based on the analysis.
• Prioritize telephone calls and meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
• Prioritize and summarize content of incoming materials, e.g., mail, reports, government notifications, articles, competitor packages requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates.
• Compose correspondence and documents of a highly confidential nature.
• Schedule meetings and prepares agendas.
• Act as a liaison between the tech help desk and executive level candidates or leaders.
• Use various applications (including Power Point, Excel, Word) to produce reports, spreadsheets, presentations, and other documents.
• Arrange and coordinate travel and meeting schedules, including the creation of travel agendas and meeting schedules for executive level candidates. Handle details involving foreign travel including entry papers, currency, passports, and visas.
• Handle significant vendor invoicing, including tracking and cross charging
• Complete expense reports and maintains detailed records of expenses.
• Follow up with corporate credit card partners and vendors to resolve any billing related matters or expense charge discrepancies.
• Perform other duties as assigned, such as taking minutes of meetings, event and offsite coordination or other administrative functions to support departmental meetings.
• Assist in creating draft presentations
• Minor admin assistance to the team
• Acts as back‑up to other Executive Assistants on team

• 2-5 year's experience as an EA in a large, global, matrixed organization working with Executives and partners with EAs across the organization
• Excellent customer service orientation with strong verbal and written communication skills, as well as the ability to influence across all levels of the organization.
• Proficiency in all MS Office applications and strong overall technology aptitude.
• Demonstrated ability to enable results by collaborating with complex, cross‑functional, global, and remote teams, the business and external vendors/partners
• Strong critical thinking and problem‑solving skills; solution focused with sound tactical judgment.
• A self‑starter who is action oriented and possesses exceptional organizational skills
• Strong attention to detail, and the ability to manage multiple priorities concurrently while ensuring that all deadlines are met
• Flexibility to attend and participate in conference calls that are convenient for stakeholders in both North America and Asia
• Strong oral/written communication skills required to interact with…