Executive Assistant and Office Manager

Manulife is looking for an Executive Assistant and Office Manager to join our team in Ireland.

Reporting directly to the CEO, primary responsibilities would be:

• Management of the annual calendar, travel and expenses for the CEO 

• Contact point for key industry relationships e.g. Irish Funds, Basis point

• Accountable for the MIM Ireland Business Continuity Plan and testing  

• Responsible for maintaining and supporting the on boarding procedure for MIM Ireland with Human Resources & Technology teams

• Support in office meetings & visitors to the Dublin office e.g. Board members including

  • Access card management

  • Maintaining & providing updated FAQ information for visitors

  • Liaison with Concierge

• Management of Document signoff & Register on behalf of MIM Ireland

  • Ensure all documents presented for CEO (or Director) signature are in good order i.e. reviewed & pre- approved by business & legal teams, as appropriate

  • Maintain audit trail, on the Executive Office SharePoint site, of each request, approval, & executed version business record

• Business Unit Records Coordinator for MIM Ireland

  • Ensure business unit is compliant with the GWAM Global Records & Information Management Policy to include

    • Liaison with GWAM Records & Information Team

    • Coordination of annual attestation for ManCo

    • Maintenance of Electronic Records Inventory

    • Implementation of RIM initiatives locally at ManCo level

• Management of SharePoint Sites - MIM Ireland / Exec Office / Archive & others as appropriate.

  • Management of individual SharePoint libraries - including MIMIL Administration & others

• Tech Inventory & Management

  • Laptops / Phones / Peripherals

  • Local Contact Point re Circuits, Wi-Fi, Printer, MTR Rooms, UPS, etc

• Concierge & Landlord Liaison Point

• Office Management Responsibilities

  • Manage key vendor relationships  

    • Facilities management provider & subcontractors

    • Fire Reports & Actions Arising

    • Manage the office access system & access cards

    • Mobile Phones provider

    • Electricity provider

    • Catering & Stationary supplies

    • Cleaners

    • Other as appropriate

  • Liaison with MFC Corporate Real Estate Team re.

    • Periodic Lease Review Negotiation

    • Manulife Security Audit

    • Generate & submit monthly attendance report

  • Maintain & execute other office management procedures as required e.g. visual safety checks, water temp test etc

Requirements 

• Seven years’ executive assistant experience within asset management or a Management Company. 

• Third-level university graduate  

• Requires comfort with a fast-paced environment, constantly seeking ways to improving efficacy and frequency of meetings.

• High comfort level with Technology in a Technology led environment

  • Exceptional Microsoft Office skills & experience including but not limited to Outlook, Word, Excel, PowerPoint, SharePoint, Teams

  • Proficiency in CWT, Concur, Fusion/ Salesforce, Archer, Adobe Pro, DocuSign an advantage

• Highly organized file management especially within complex organizational structures.

• Ability to act with discretion and independence with sensitive communications and      management of executive calendar for large scale and critical path meetings 

• Highly organized; especially with digital files and complex organizational structures.

• Superior verbal and written skills 

• Advanced calendar and schedule techniques 

• Values‐oriented, collaborative start‐up culture with focus on value‐added outcomes at all levels of the larger organization. 

• International experience with North America and Asia a plus  

• Details:  Regular, Full Time, Dublin, IRL, Weekly Hours 35

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.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

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 recruitment@manulife.com.

Working Arrangement