Administrative Assistant

Administrative Assistant

Provides secretarial and 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. Handles administrative tasks as assigned by manager to support area of focus.

Position Responsibilities:

• 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.
• Assembles information for use in reports and meetings.
• Schedules appointments and meetings for department.
• 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 judgment and knowledge of department’s activities.
• Sets up and maintains filing system for assigned department, including confidential data and ensures records are accurate and up-to-date.
• 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 such as space planning, consulting time tracking, recordkeeping, phone listings, maintaining office supplies and invoice and purchasing activity.
• Utilize knowledge of business area to help with trading administration, data reporting, and report production.
• Works with others to ensure efficiency of the administrative and support functions.
• Supports other administrative support staff.

Required Qualifications:

• Secretarial diploma 2 to 5 years secretarial experience 1 – 3 years of related experience Proficiency with all MS Office Competencies:
• Activity Coordination
• Business Partnering
• Prioritization
• Service Delivery Effectiveness
• Troubleshooting/Technical Support

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.

The role being advertised is an existing vacancy.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact [email protected].

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Company: John Hancock Life Insurance Company (U.S.A.)