Executive Assistant

Job Description

The Executive Assistant is a key member of the Executive Assistance and Travel Management Team at Manulife Business Processing Services (MBPS). This role provides comprehensive, high-level administrative and executive support to the Head of Manulife Business Processing Services, who oversees the organization's operations and its vendors.

The primary responsibility of the Executive Assistant is to ensure seamless coordination, effective prioritization, and reliable execution of day-to-day leadership needs. The role manages calendars, communications, logistics, documentation, and confidential information with exceptional accuracy and professionalism.

To succeed, the Executive Assistant must demonstrate outstanding organizational capability, sound judgment, discretion, and the ability to operate in a fast-paced, dynamic environment. Proactiveness, meticulous attention to detail, and the ability to anticipate needs before they arise are critical to excelling in this position.

• Manage a complex and fast-moving executive calendar, ensuring effective scheduling and conflict resolution.
• Monitor daily activities and proactively prepare the executive for upcoming commitments.
• Coordinate domestic and international travel arrangements, itineraries, and logistics.
• Prepare meeting agendas, capture minutes, and ensure timely follow-up on action items.
• Process and track expense reports in compliance with company policies.
• Support preparation of materials for leadership meetings, presentations, and internal discussions.
• Maintain organized documentation, records, and executive files.
• Handle confidential communications and information with utmost discretion.
• Assist with onboarding and offboarding processes for leadership team members.
• Perform other tasks as assigned.

• Act as a professional point of contact for internal and external stakeholders on behalf of the Head of GBS.
• Draft, proofread, prepare executive communications, presentation materials, and briefing notes.
• Ensure effective communication flow across the leadership team and partner functions.
• Collaborate with cross-functional teams to support day-to-day administrative requirements.

• Coordinate high-level leadership visits, internal engagements, and key meetings in partnership with relevant teams.
• Manage logistics for senior leadership activities, workshops, town halls, and executive-level events.
• Ensure all event-related documentation, materials, and communications are prepared and delivered on time.

• Minimum 6 years of relevant experience as an Executive Assistant supporting senior or C-suite leaders.
• Strong background in executive support, including calendar management, travel coordination, and expense management.
• Experience managing confidential information and sensitive communications.
• Experience in corporate or shared-services environments; experience supporting global teams is an asset.
• Demonstrated ability to coordinate events, internal activities, and cross-functional engagements.

• Clear, professional written and verbal communication with the ability to interact effectively with senior stakeholders.
• Ability to plan, prioritize, and follow through on tasks with minimal supervision.
• Maintains strict confidentiality when handling sensitive information.
• Uses sound judgment to navigate complex situations, anticipate needs, and resolve issues proactively.
• Works effectively across teams and builds strong professional relationships.
• Comfortable working in a fast-paced environment with evolving priorities.
• Advanced skills in MS Office Suite (Excel, PowerPoint, Outlook), SharePoint, and productivity tools.

• Cafeteria, Joining goodies, Maternity leaves, Annual leaves, Rewards & recognition, Course reimbursements, Professional degree assistance, Stock options, Health & insurance, Life insurance, Mental health wellbeing