Executive Assistant

$43,800 - $73,000/Yr

Manulife - Boston, MA

Full-time - Entry Level

Boston, MA

10,001+ employees

Insurance Carriers and Related Activities

About the position

The Executive Assistant role provides comprehensive administrative support to the Chief Compliance Officer (CCO) of Manulife Investment Management. This position is crucial in ensuring the overall efficiency and effectiveness of the organization by proactively contributing to the CCO's focus and productivity. The Executive Assistant will manage a complex schedule, coordinate meetings, and handle various administrative tasks that are essential for the smooth operation of the CCO's office. In this role, the Executive Assistant will be responsible for calendar management, which includes prioritizing conflicting demands, exercising discretion in committing time, and scheduling meetings with senior-level internal and external participants, including clients, regulators, and vendor partners. The assistant will also oversee logistical details such as meeting rooms and technology requirements to ensure seamless execution. Additionally, the Executive Assistant will assist with planning and organizing weekly calls, events, and meetings, preparing information packages, taking minutes, and following up on action items. The position requires strong stakeholder management skills, as the Executive Assistant will represent the CCO with professionalism and work collaboratively across multiple business lines and geographies. The role also involves coordinating complex travel arrangements, preparing expense reports, and providing general administrative support, including maintaining office supplies and preparing documents for signature. The ideal candidate will thrive in a fast-paced environment and possess a proactive mindset, focusing on continuous improvement and anticipating needs.

Responsibilities

• Manage, maintain, and coordinate the CCO's complex schedule by prioritizing conflicting demands and scheduling meetings.
• Assist with planning, organizing, and executing weekly calls, events, and meetings involving the CCO.
• Prepare and distribute information packages for meetings, including agendas, handouts, and presentations.
• Take minutes during meetings, summarize next steps, and follow up on action items.
• Create and edit reports, spreadsheets, charts, presentations, or other correspondence as requested.
• Support the CCO on reporting and strategic priorities.
• Represent the CCO with professionalism and manage relationships with empathy, tact, and diplomacy.
• Coordinate and arrange complex domestic and international travel, including developing detailed itineraries.
• Prepare, reconcile, and submit expense reports on behalf of the CCO.
• Provide general administrative support, including maintaining office supplies and preparing documents for signature.

Requirements

• Bachelor's degree or equivalent work experience.
• Minimum of two years' work experience in a corporate environment as an executive assistant or in a similar role.
• Strong proficiency in Microsoft Office suite (Outlook, Teams, Word, PowerPoint, and Excel).
• Confident communicator with strong written and verbal communication skills.
• Ability to accurately summarize meeting topics and conversations.
• Aptitude for building and maintaining strong relationships.
• Proactive and independent with a strong sense of ownership and accountability.
• Adaptability and continuous improvement mindset with a focus on anticipating needs and solving problems.
• Great attention to detail and highly organized.
• Thrives in a fast-paced environment.

Nice-to-haves

• Experience in financial services is beneficial but not required.
• Project management experience is beneficial but not required.

Benefits

• Competitive salary and benefits packages.
• Flexible work policies and strong work-life balance.
• Professional development and leadership opportunities.
• Generous paid time off program including up to 11 paid holidays, 3 personal days, 150 hours of vacation, and 40 hours of sick time.
• Retirement savings plans including pension/401(k) savings plans and a global ownership plan with employer matching contributions.