Overview
Manulife is looking for an Executive Assistant and Office Manager to join our team in Ireland. Reporting directly to the CEO, the role combines executive support and office management responsibilities to ensure smooth and efficient operations in the Dublin office.
Responsibilities
* Management of the annual calendar, travel and expenses for the CEO
* Act as the contact point for key industry relationships (e.g., Irish Funds)
* Accountable for the MIM Ireland Business Continuity Plan and testing
* Maintain and support the onboarding procedure for MIM Ireland with Human Resources and Technology teams
* Support office meetings and visitors to the Dublin office (e.g., Board members)
o Access card management
o Maintaining and providing updated visitor FAQ information
o Liaison with Concierge
* Management of document sign-off and registration on behalf of MIM Ireland
o Ensure all documents presented for CEO/Director signature are in good order (reviewed and pre-approved by business and legal teams, as appropriate)
o Maintain audit trail on the Executive Office SharePoint site for each request, including approvals and executed versions
* Business Unit Records Coordinator for MIM Ireland
o Ensure the business unit is compliant with the GWAM Global Records & Information Management Policy
o Liaison with GWAM Records & Information Team
o Coordination of annual attestation for ManCo
o Maintenance of Electronic Records Inventory
o Implementation of RIM initiatives locally at ManCo level
* Management of SharePoint sites for MIM Ireland, the Executive Office, Archive, and related libraries
o Management of individual SharePoint libraries (including MIMIL Administration and others)
* Tech inventory and management
o Laptops, phones and peripherals
o Local point of contact for circuits, Wi-Fi, printers, MTR rooms, UPS, etc.
* Concierge and landlord liaison
* Office management responsibilities
o Manage key vendor relationships (facilities management provider and subcontractors)
o Fire reports and actions arising
o Manage office access system and access cards
o Mobile phone provider
o Electricity provider
o Catering and stationary supplies
o Cleaners
o Other as appropriate
* Liaison with MFC Corporate Real Estate Team
o Periodic lease review and negotiation
o Manulife security audit
o Generate and submit monthly attendance reports
* Maintain and execute other office management procedures as required (e.g., visual safety checks, water temperature tests)
Requirements
* Seven years of executive assistant experience within asset management or a Management Company
* Third-level university graduate
* Comfort in a fast-paced environment, with a constant drive to improve meeting efficacy and frequency
* High comfort level with technology in a technology-led environment
* Exceptional Microsoft Office skills and experience (Outlook, Word, Excel, PowerPoint, SharePoint, Teams)
* Proficiency in CWT, Concur, Fusion/Salesforce, Archer, Adobe Pro, DocuSign is an advantage
* Highly organized file management within complex organizational structures
* Ability to exercise discretion and independence with sensitive communications and to manage the executive calendar for large-scale, critical-path meetings
* Superior verbal and written skills
* Advanced calendar and scheduling techniques
* Values-driven, collaborative start-up culture focused on value-added outcomes at all levels of the organization
* International experience with North America and Asia is a plus
* Details: Regular, Full Time, Dublin, IRL, Weekly Hours 35
Working Arrangement
Hybrid
Equal Opportunity and Accommodation
Manulife is an Equal Opportunity Employer. We strive to attract, develop and retain a diverse workforce and to foster an inclusive work environment. A Human Resources representative will assist applicants who request a reasonable accommodation during the application process. All information shared during the accommodation process will be stored and used in a manner consistent with applicable laws and Manulife/John Hancock policies. To request accommodation, contact recruitment@manulife.com.
#J-18808-Ljbffr