Administrative Assistant

Manulife; United States; Hybrid; USD 42,000 - 56,000; Full time

Job summary

Manulife in the United States seeks an Administrative Assistant to support MITDC locations, ensuring smooth office operations and a positive employee experience. You will coordinate workplace services and act as a main contact for employees, vendors, and building management.

The role emphasizes confidentiality, strong communication, and the ability to work independently in a fast-paced corporate environment while contributing to onboarding, events, and reporting initiatives.

Qualifications

• Minimum of 1–2 years in an administrative/office coordination/workplace services role.
• Proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Experience supporting business teams or workplace services in a corporate environment is preferred.

Responsibilities

• Provide administrative and site operations support to ensure smooth delivery of workplace services and daily office operations.
• Coordinate workplace operations and engagement, acting as a point of contact for employees, vendors, building management, and internal teams.
• Support facilities, onboarding, workspace arrangements, and workplace events.
• Manage documentation, reporting, and communications to maintain records and support decision-making.
• Assist with procurement, vendor coordination, and operational compliance including invoice tracking and audits.

Skills

Organizational skills

Communication

Stakeholder management

Confidentiality

Tools

Microsoft 365

Job description

This role offers the opportunity to play a key part in creating a productive, efficient, and positive workplace experience across MITDC locations. By supporting site operations, facilities coordination, workplace services, and employee-focused initiatives, the Administrative Assistant helps enable teams to do their best work. In return, the successful candidate will gain broad exposure to workplace operations, stakeholder management, and business support functions while developing valuable operational and professional skills.

Position Responsibilities:

• Provide administrative and site operations support to ensure the smooth and efficient delivery of workplace services and daily office operations.
• Coordinate workplace operations and stakeholder engagement, serving as a key point of contact for employees, vendors, building management, and internal teams.
• Support facilities, workplace readiness, and employee experience initiatives, including office inspections, workspace arrangements, onboarding, and workplace events.
• Manage documentation, reporting, and communications, maintaining accurate records, preparing reports, and supporting operational decision-making.
• Assist with procurement, vendor coordination, and operational compliance, including invoice tracking, inventory management, audits, and business continuity activities.

Required Qualifications:

• Minimum of 1-2 years of experience in an administrative, office coordination, workplace services, or similar support role.
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)

Preferred Qualifications:

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Strong interpersonal and stakeholder management skills.
• Strong customer service orientation and ability to provide responsive support to employees and stakeholders.
• Ability to handle confidential and sensitive information with discretion.
• Ability to prioritize tasks, manage competing deadlines, and work effectively in a fast-paced environment.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Experience supporting business teams, office operations, or workplace services in a corporate environment is preferred.
• Experience working in a shared services, technology, or multinational organization is an advantage.
• Experience with scheduling, collaboration, and reporting platforms.
• Ability to create presentations, maintain spreadsheets, and generate reports.

When you join our team:

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
• As part of our global team, we’ll support you in shaping the future you want to see.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact [e-mail].

Working Arrangement

Hybrid