Executive Assistant

John Hancock - Boston, MA (30+ days ago)4.0

Executive Assistant-1806888

Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference and a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.

John Hancock Real Estate (JHRE) is a division of John Hancock Life Insurance Company USA and Manulife Financial. JHRE acquires, owns and operates institutional quality real estate in credible markets in the US. The real estate is acquired for general account and separate account purposes. The division is headquartered in Toronto, with field offices in Boston, DC, Atlanta, Chicago, and LA.

The Boston- based team is looking for an Executive Assistant to join their collaborative and hardworking team. The position will support approximately 12 people at various levels of seniority, as well as various levels of need, who are primarily based in Boston, in addition to several based in NYC.

The successful incumbent will manage the day-to-day administrative needs of the Boston Based JHRE area ensuring support is conducted with a high degree of urgency, confidentiality, discernment and efficiency. Anticipating issues and initiating appropriate action to ensure the most effective use of the team’s time as well as working collaboratively are key skills for this role.

Provides advanced administrative support for a functional group and/or department. Utilizes advanced and/or specialized department software to generate reports, brochures, pamphlets, in-house publications, etc. May maintain complex department databases.
Types and produces reports, letters, graphics and other documents.
Handles routine correspondence as directed. May independently compose documents based on verbal direction and /or knowledge of company policy and procedures.
Craft information for use in reports and meetings.
Coordinates all aspects external and internal meeting.
Screens mail and telephone inquiries and directs these requests to the appropriate person. May follow up on replies.
Independently responds to questions and situations which arise during manager’s absence using discretion and discernment and knowledge of department’s activities.
Independently investigates problems as assigned by manager, determining method of research, data requirements and analysis techniques.
Prepares reports and recommendations for management.
Sets up and maintains filing system for assigned department, including confidential data and ensures records are accurate and up-to-date.
May oversee the onboarding of new hires and contractors.
May ensures compliance with all quarterly security and compliance checks.
Trouble shoot and manages technical support for the team, including managing the ticket process with the help desk.
Assists in the development of PowerPoint presentations including content and design
Handles administrative projects as assigned by manager and ensures the accurate and timely completion of tasks. Projects may include research, correspondence and/or other work of the department.
Independently gathers information, tests for reasonableness and analyzes data. May recommend changes and solutions to issues or problems.
Maintains the department operating budget. Tracks expenses and invoices and ensures payments are coded to the appropriate account. Reports on monthly variances and researches discrepancies.
Organizes and attends meetings and may act as recorder of proceedings. Coordinates follow-up actions.
Makes travel arrangements for department staff and processes related expenses.
Arranges function room, menus and travel for large and small external meetings in accordance with company travel policies.
Trains and assists other administrative assistants and other department staff in the utilization of applications or department/company policies, procedures and administrative systems.
Performs other duties as assigned such as space planning, consulting time tracking, recordkeeping, phone listings, maintaining office supplies and invoice and purchasing activity.
Works with others to ensure efficiency of the administrative and support functions.
May coordinate or collaborate on special projects or initiatives.
Mentors administrative support staff.

Associate’s degree or equivalent
5 plus years administrative experience
3 – 5 years of related experience
Proficiency with all MS Office
Activity Coordination
Business Partnering
Service Delivery Effectiveness
Troubleshooting/Technical Support
Prioritizing meetings, calls and situations for executive review
Improving administrative business practices to increase effectiveness

About John Hancock Financial and Manulife

John Hancock is a division of Manulife Financial Corporation, a leading international financial services group that helps people make their decisions easier and lives better. We operate primarily as John Hancock in the United States, and Manulife elsewhere. We provide financial advice, insurance and wealth and asset management solutions for individuals, groups and institutions. Assets under management and administration by Manulife and its subsidiaries were over $1.1 trillion (US$850 billion) as of March 31, 2018. Manulife Financial Corporation trades as MFC on the TSX, NYSE, and PSE, and under 945 on the SEHK. Manulife can be found at manulife.com.

One of the largest life insurers in the United States, John Hancock supports approximately 10.7 million Americans with a broad range of financial products, including life insurance, annuities, investments, 401(k) plans, and college savings plans. We also offer advice through Signator, a network of independent financial advisors. Additional information about John Hancock may be found at johnhancock.com.

Agency submissions and contacts are by invitation only and must be initiated by John Hancock's Recruiting Department only. Unsolicited agency submissions will not be honored.

  • LI-JH
Primary Location: US-MA-Boston
Business Unit: GA Private Markets
Job Function: Business Operations
Job Type: Standard
Schedule: Full-time
Job Posting: Jul 10, 2018, 7:28:15 PM
Unposting Date: Sep 9, 2018, 3:59:00 AM