Executive Assistant, Global Data Office

Manulife Financial; Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

A leading international financial services provider seeks an Executive Assistant to support top-level executives in Toronto. This role involves sophisticated administrative duties, including managing calendars, preparing reports, and coordinating meetings, contributing to a dynamic work environment emphasizing learning and career growth.

Benefits

Flexible work environment

Support for learning and career growth

Remote work options

Qualifications

• At least 5 years of administrative experience required.
• Proficiency in MS Office, especially Outlook.

Responsibilities

• Manage calendars and meetings for executives.
• Prepare reports and manage administrative projects.
• Train and support other administrative staff.

Skills

Strong coordination skills

Efficiency in service delivery

Business partnering ability

Education

Associate’s degree or equivalent

Tools

MS Office

Job description

The Executive Assistant supports both the SVP of Global Data Technology and the VP of the Group Functions Data Office. Global Data Technology provides comprehensive data technology services worldwide, enabling our goal to be a digital customer leader.

Position Responsibilities:

• Provide sophisticated administrative support for executives, including managing calendars and meetings.
• Use specialized department software to generate reports, brochures, and publications.
• Type and produce reports, letters, graphics, and other documents.
• Handle routine correspondence; independently compose documents based on verbal instructions or company policies.
• Prepare information for reports and meetings.
• Coordinate external and internal meetings.
• Screen mail and calls, directing inquiries appropriately and following up as needed.
• Respond independently to questions and issues during managers' absence, using discretion and judgment.
• Investigate problems, determine research methods, and analyze data.
• Prepare reports and management recommendations.
• Maintain the filing system, including confidential data, ensuring accuracy and currency.
• Assist in onboarding new hires and contractors.
• Ensure compliance with security and compliance checks.
• Manage technical support requests, including ticketing with the help desk.
• Assist in developing PowerPoint presentations, including content and design.
• Manage administrative projects, ensuring timely completion.
• Analyze data, test for reasonableness, and recommend solutions.
• Track expenses and invoices, report variances, and research discrepancies.
• Coordinate and record meetings, manage follow-up actions.
• Arrange travel and accommodations, process expenses.
• Train and support other administrative staff.
• Perform additional duties such as space planning, recordkeeping, and supply management.
• Collaborate to improve administrative functions and support special projects.
• Mentor administrative support staff.

Required Qualifications:

• Associate’s degree or equivalent.
• At least 5 years of administrative experience.

Preferred Qualifications:

• Proficiency in MS Office, especially Outlook.
• Experience prioritizing executive meetings and calls.
• Strong coordination skills.
• Proven business partnering ability.
• Efficiency in service delivery.

Additional Information:

• We support learning and career growth.
• We promote a flexible, inclusive work environment.
• We support remote work and personal development.

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About Manulife and its Values

Manulife Financial is a leading international financial services provider committed to helping people achieve their financial goals. For more information, visit https://www.manulifeim.com/institutional/tw/en.

Equal Opportunity Employer

Manulife embraces diversity and is committed to creating an inclusive environment. We do not discriminate based on race, ethnicity, gender, age, or other protected factors. For assistance during the application process, contact [e-mail].