Executive Assistant

time left to apply End Date: April 18, 2025 (14 days left to apply)

job requisition id JR25021311

Join our Global Cybersecurity Team.

We are looking for an experienced Executive Assistant to provide support to the Chief Information Security Officer (CISO). This position is hybrid based in Downtown, Toronto.

Responsibilities:

• Manage complex calendar and prioritize the meetings.

• Organize meetings with team members, other Executives and coordinate management meetings/conferences, and handle internal/external meeting room bookings, catering, and assist with Town hall setups.

• Manage travel arrangements, including national and international travel, purchasing tickets, hotel reservations, and aligning with other admins when traveling with other leaders.

• Handle confidential information with discretion and interact effectively with all levels of management, other departments, and customers.

• Anticipate issues and take appropriate action to ensure the most effective use of the CISO's time.

• Ensure the CISO has all important information for meetings by organizing and preparing relevant documentation for pre-reads and coordinating agenda items.

• Prepare and submit expense reports, review and manage incoming expenses/system approvals, and process various expenses and invoice payments.

• Perform other administrative duties to support the smooth operation of the CISO’s office, including maintaining office supplies and equipment, ordering stationery, supporting effective onboarding/offboarding processes, signing in vendors to the building, and escorting them to the CISO's office or meeting room.

• Assist in the preparation and management of the CISO's budget and expense.

• Liaise with internal and external partners on behalf of the CISO.

• Assist in the planning and execution of security-related events and initiatives.

• Perform other administrative duties as assigned.

Approval Management:

• Organize and streamline the approval process for various documents and requests.

• Handle and process approvals on behalf of the CISO, ensuring timely and accurate execution.

• Track and report on the status of approvals to ensure compliance with organizational policies.

Communication:

• Act as a liaison between the CISO and internal/external partners.

• Screen and prioritize incoming communications.

• Draft, proofread, and edit correspondence, reports, and presentations.

Event Planning:

• Plan and coordinate company events, conferences, and other functions as required.

• Manage logistics, including venue selection, catering, and transportation.

Skills and Experience:

• Strong interpersonal skills with a high comfort level in dealing with senior management and individuals at all levels.

• Great teammate who collaborates well across departments to ensure desired outcomes are achieved.

• Demonstrates tact and professionalism and maintains confidentiality.

• A solution driven individual who thrives in a fast-paced environment, takes accountability for their work and can make decisions and exercise sound judgment.

• Ability to balance and prioritize competing demands on their time while maintaining high degree of accuracy.

• Strong service orientation and sound judgment in assessing and handling requests.

• Excellent verbal communication, writing and editing skills.

• Excellent knowledge of Windows, Office 365 (Word, Excel, PowerPoint), Yammer, Teams, SharePoint.

• Knowledge of the organization's operations and policies helpful.

• Ability to review data for reasonableness using initiative to investigate anomalies.

• Ability to lead, coach and engage others in a team environment.

• University or College diploma in Administration or Business or extensive related business experience; demonstrated ability/relevant experience providing executive secretarial support to senior management.

Working Condition:

• Prioritization and time management in a fast paced environment with competing priorities.

• Working with diverse global collaborators.

• Working overtime when required meeting internal or external deadlines.

• Ability to adapt quickly to the Sr. Executive’s unexpected change in schedule and to follow through with affected parties in a timely fashion.

• Strict confidentiality should always be paramount in everything that represents the CISO and their office.

• Resourcefulness in getting the Senior Executive information ahead of meetings.

• Manage complex travel arrangements and coordinate with multiple people in different countries.

What can we offer?

• A competitive salary and benefits packages.

• A growth trajectory that extends upward and outward, encouraging you to follow your passions and learn new skills.

• A focus on growing your career path with us.

• Flexible work policies and strong work-life balance.

• Professional development and leadership opportunities.

Our commitment:

Values-first culture
We lead with our Values every day and bring them to life together.
Boundless opportunity
We create opportunities to learn and grow at every stage of your career.
Continuous innovation
We invite you to help redefine the future of financial services.
Delivering the promise of Diversity, Equity, and Inclusion
We foster an inclusive workplace where everyone thrives.

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. To request a reasonable accommodation in the application process, contact recruitment@manulife.com.

Primary Location

Toronto, Ontario

Working Arrangement

Hybrid

Salary range is expected to be between

$53,775.00 CAD - $89,625.00 CAD

If you are applying for this role outside of the primary location, please contact recruitment@manulife.com for the salary range for your location. The actual salary will vary depending on local market conditions, geography and relevant job-related factors such as knowledge, skills, qualifications, experience, and education/training.

About Us

We're Manulife. And we’re on a mission to make decisions easier and lives better.

Better is what drives us. It’s what inspires us to find new ways to support customers and colleagues in living longer and healthier lives. It’s the reason we’re dedicated to investing in digital innovation and accelerating a sustainable and economically inclusive future.

Joining us means you’ll be empowered to learn and grow your career. We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words. And as part of our global team, you’ll help shape the future you want to see – and discover that better can take you anywhere you want to go.

We’re proud of our accomplishments and recognitions. Recent awards include:

• 2024 Gallup Exceptional Workplace Award Winner

• Manulife Named one of Forbes World’s Best Employers 2023

• Best Companies to Work for in Asia 2023

• We’ve been recognized as one of Canada’s Top 100 Employers (2024)

• Manulife included in Bloomberg’s 2023 Gender-Equality Index

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Our ambition is to be the most digital, customer-centric global company in our industry. Learn more at https://www.manulife.com/.