Executive Assistant

Manulife Financial; Toronto; Hybrid; CAD 61,000 - 103,000; Full time

Job summary

A leading international financial services provider is searching for an Executive Assistant for their Toronto office. This role is pivotal in providing administrative support to senior management, enhancing productivity, and ensuring smooth departmental operations. Candidates should have significant experience, exemplary communication skills, and the ability to maintain confidentiality. The position offers a hybrid working arrangement and a comprehensive benefits package.

Benefits

Comprehensive benefits

Health and dental coverage

Mental health support

Incentive programs

Qualifications

• At least 5 years of executive assistant experience in a large corporate setting.
• Self-starter who thrives in fast-paced environments.
• Experience in the financial services industry is a plus.

Responsibilities

• Manage complex calendars and arrange domestic/international travel.
• Handle onboarding and offboarding processes.
• Prepare agendas for meetings and maintain records.

Skills

Interpersonal skills

Time management

Organizational skills

Communication skills

Judgment

Collaboration

Confidentiality

Education

College diploma in Administration

Tools

MS Office

Windows

Microsoft Teams

Job description

The Executive Assistant is responsible for providing administrative support with a high degree of confidentiality, discretion, and judgment to the Chief Auditor and Head of Advisory Services. This position aims to alleviate departmental workload, improve productivity, and enhance administrative procedures. The individual will demonstrate initiative, effective communication, organization, and collaboration.

Position Responsibilities:

• Manage complex calendars involving multiple internal and external partners.
• Prepare for meetings by gathering information and materials, maintaining records.
• Prioritize tasks to meet deadlines with high accuracy.
• Coordinate and prepare agendas for team meetings, including soliciting topics and distributing drafts.
• Arrange domestic and international travel, prepare itineraries, and optimize costs following policies.
• Handle expense reports and invoice reviews.
• Manage onboarding and offboarding processes for employees, ensuring asset readiness.
• Establish standards for administrative support and supplies management.
• Maintain distribution lists for communication.
• Coordinate offsite meetings, townhalls, and conferences.
• Perform word processing for key documents.
• Manage team SharePoint and Teams sites.

Required Qualifications:

• At least 5 years of executive assistant experience in a large corporate setting.
• College diploma in Administration or equivalent experience.
• Strong interpersonal, diplomatic skills, and ability to interact with senior management and external contacts.
• Excellent organizational, time management, and prioritization skills.
• Ability to proactively anticipate needs and exercise sound judgment.
• Maintain confidentiality and demonstrate professionalism and tact.
• Proven relationship management skills with internal and external stakeholders.
• Strong communication skills, both oral and written.
• Self-starter who thrives in fast-paced environments.
• Experience in the financial services industry is a plus.
• Proficiency in Windows, MS Office, and Microsoft Teams.

Additional Information:

• We support learning, growth, and work-life balance in a flexible, inclusive environment.
• Join our global team and help shape the future.

#LI-Hybrid

About Manulife and HengKang:

Manulife Financial is a leading international financial services provider dedicated to helping people achieve "easy investing and a prosperous life." For more information, visit https://www.manulifeim.com/institutional/tw/en.

Equal Opportunity Employer:

Manulife/HengKang embraces diversity and is committed to fair employment practices. We provide reasonable accommodations for applicants upon request. Contact [e-mail] for assistance.

Salary Range Location: Toronto, Ontario

Working Arrangement: Hybrid

Expected Salary Range: $61,350.00 CAD - $102,250.00 CAD

If applying outside Toronto, contact [e-mail] for local salary info. Salary varies based on market, location, and experience. Employees are eligible for incentive programs.

Manulife offers comprehensive benefits, including health, dental, mental health, vision, disability, life insurance, retirement plans, and paid time off. For U.S. applicants, contact [e-mail] for U.S.-specific benefits information.