John Hancock Executive Assistant in Boston, Massachusetts
Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference and a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.
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, update company and firm participants, cost center, etc. Maintain a tracking log of legal invoices.
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.
Education and Experience:
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
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
About John Hancock Financial and Manulife
John Hancock is a division of Manulife, a leading Canada-based financial services group with principal operations in Asia, Canada and the United States. Operating as Manulife in Canada and Asia, and primarily as John Hancock in the United States, our group of companies offers clients a diverse range of financial protection products and wealth management services through its extensive network of employees, agents and distribution partners. Assets under management and administration by Manulife and its subsidiaries were over $1 trillion (US$780 billion) as of June 30, 2017. Manulife Financial Corporation trades as MFC on the TSX, NYSE, and PSE, and under 945 on the SEHK. Manulife can be found at manulife.com .
The John Hancock unit, through its insurance companies, comprises one of the largest life insurers in the United States. John Hancock offers and administers a broad range of financial products, including life insurance, annuities, investments, 401(k) plans, long-term care insurance , college savings, and other forms of business insurance. Additional information about John Hancock may be found at johnhancock.com.
JOHN HANCOCK IS AN EQUAL OPPORTUNITY EMPLOYER - AA/F/M/D/V
Organization: *US Administration
Title: Executive Assistant
Requisition ID: 1709225