Executive Assistant and Office Manager
Executive Assistant and Office Manager
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Job Description
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 theannualcalendar travel and expensesfortheCEO
Contact point for key industry relationships e.g. Irish Funds Basis point
Accountableforthe MIM Ireland BusinessContinuityPlanandtesting
Responsible for maintaining and supporting the on boardingprocedurefor MIM Ireland withHumanResources & 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
Sevenyearsexecutive assistant experiencewithinasset management or a ManagementCompany.
Third-leveluniversitygraduate
Requirescomfortwithafast-pacedenvironment constantly seekingwaystoimprovingefficacyandfrequencyofmeetings.
High comfort level with Technology in a Technology led environment
ExceptionalMicrosoftOffice skills & experience includingbutnotlimitedto Outlook Word Excel PowerPoint SharePoint Teams
Proficiency in CWT Concur Fusion/ Salesforce Archer Adobe Pro DocuSign an advantage
Highlyorganizedfilemanagement especiallywithincomplexorganizationalstructures.
Abilitytoactwithdiscretionandindependencewithsensitivecommunicationsand managementofexecutivecalendarforlargescaleandcriticalpathmeetings
Highlyorganized;especiallywithdigitalfilesandcomplexorganizationalstructures.
Superiorverbalandwritten skills
Advancedcalendarandscheduletechniques
Valuesorientedcollaborativestartupculturewithfocuson valueaddedoutcomesatalllevelsofthelargerorganization.
InternationalexperiencewithNorthAmericaandAsiaaplus
Details:RegularFullTimeDublinIRLWeeklyHours35
When you join our team:
Well empower you to learn and grow the career you want.
Well recognize and support you in a flexible environment where well-being and inclusion are more than just words.
As part of our global team well 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 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 .
Working Arrangement
Required Experience:
IC
Employment Type
Full-Time
