The Executive Assistant role is part of the Executive Assistance and Travel Management team at Manulife Business Processing Services (MBPS). The Executive Assistant is responsible for providing support to Vice President/s (VPs). Key responsibilities include managing calendars, arranging travel, coordinating and attending meetings, taking minutes, handling expense reimbursements, and providing general administrative support to the team. This role is essential for ensuring smooth and efficient operations, requiring confidentiality, professionalism, and exceptional organizational skills. The ideal candidate is proactive, detail-oriented and excels in a fast-paced environment.
Role and Responsibilities
- Accountable to Vice President/s (VPs), the Executive Assistant is primarily responsible for the effective management of priorities through high quality administration and follow through of deliverables.
Responsibilities include the following:
- manages the diary of the VP and arranges their travel requirements
- facilitates departmental travel requirements
- crafts and organizes visitor itineraries, conduct research to prepare background information and briefing documents on business visitors
- coordinates and attends meetings, assists in agenda preparation, takes minutes and follows through on meeting actions
- handles the expense reimbursements
- arrange technology desk side support for the executives and their business visitors when required
- assist with the planning and implementation of departmental events and activities
- help draft and send announcements on behalf of the executive
- assist in creating draft presentations if needed
- minor admin assistance to the team
- acts as back-up to other Executive Assistants
Qualifications
- 6+ years of relevant experience as an executive assistant, administrative assistant or similar role.
- Strong oral/written communication skills required to interact with senior officers and representatives
- Strong organizational and time management abilities, with a keen attention to detail.
- Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through)
- Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy
- Highly collaborative and results-oriented
- Proficient in making reports and deck/presentations
- Advanced Proficiency in MS Outlook
- Proficient in MS Office Suite which includes Power Point, Excel, Word, One Note
- Strong interpersonal skills and ability to work effectively with diverse teams.
- Excellent English written and verbal communication skills.
- Flexible on shift and overtime may be required when business visitors are on site.
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.
