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
Hybrid