Executve Assistant

Manulife Financial Corporation is a leading international financial services group providing forward-thinking solutions to help people with their big financial decisions. We operate 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.

Provide secretarial and administrative support to a VP and other attorneys and paralegals of the US Law department at John Hancock.

* Print and assemble highly confidential information, including for use in reports and meetings. Compose letters, memoranda and other documents and handle routine correspondence as directed. * Schedule appointments and meetings for department personnel. Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies. Independently respond to meeting requests and questions using discretion and judgment based on knowledge of management and business unit(s) activities. * Make travel arrangements for department staff and process related expenses reports. Arrange function room, menus and travel for large and small meetings in accordance with Company travel and expense policies. * Utilize the company’s e-billing system to manage external legal spend. Establish and close matters, set up timekeepers, update firms, rates and billing guidelines as appropriate. Ensure invoices are in good order for receipt by AP: appropriate amount, payee, matter and service description. * Trouble shoot problems with printers, copy machines, fax machines, phones, etc. Initiate and manage the appropriate service and/or purchase requests. * Train and assist department personnel in the utilization of specialized applications, databases and administrative systems including e-billing, expense, workforce and content management systems. * Performs other duties for department such as: on board/off boarding of staff, consultant/intern time tracking, updating phone listings, shared folder update, maintaining office supplies and invoice and purchasing activity. * Handle other duties and responsibilities as assigned by attorneys and paralegals and ensure the accurate and timely completion of tasks. Projects assigned may include research, correspondence or other work of the department.

* Bachelor’s degree preferred, or high school diploma and advanced secretarial school certificate * Must have 5 or more years’ experience, preferably at either a law firm or in-house legal department * Qualifications: * Strong organizational, verbal and written communication, design and presentation skills * Extremely professional, responsive and detail oriented * Excellent problem solving skills * Ability to set priorities, handle multiple tasks and meet deadlines * Punctual and dependable * Flexible and adaptable to changing priorities and the ability to handle confidential information * Ability to interact with all levels of management and work with top management in a support capacity * Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, SharePoint and Outlook) and Adobe Acrobat Pro * Knowledge of e-billing and content management systems * Ability to work overtime as necessary