The role reports into the Communications Officer and Executive Assistant to the General Manager for Manulife Business Processing Services ( MBPS ).
The Executive Assistant is responsible for providing support to the Vice President (VP). He / she will be responsible for the effective management of priorities through high quality administration, manages their diary, arrange travel requirements, crafts and organizes visitor itineraries, coordinates and attends meetings, assists in agenda preparation, takes minutes and follows through on meeting actions, and handles the executive’s expense reimbursements.
Role and Responsibilities
Accountable to the Vice President (VP), 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 his / her AVPs 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
6+ years of relevant experience in an Executive Assistant role
Strong oral / written communication skills required to interact with senior officers and representatives
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 includes Power Point, Excel, Word, One Note
Strong interpersonal skills and ability to work effectively across cultures. Excellent English written and verbal communication skills.
Flexible on shift and overtime may be required when business visitors are on site.