Administrative Assistant (Executive Support Profile)

About Manulife and Our TeamManulife oversees more than $1.6 trillion* in assets under management and administration worldwide (Q1 2025 Rerport) , making it one of the global leaders in financial services.Within this network, our group manages $12 billion in AUM, and our team, over $200 million in AUM, stands out for its efficiency, professionalism, and strong growth mindset.We value rigor, collaboration, and the use of leading technologies to support our advisors and deliver a best-in-class client experience. Our environment encourages versatility, proactivity, and continuous professional development.This role is for you if…You excel in organization, planning, and multitasking.You thrive in a structured, dynamic, service-oriented environment.You are comfortable with modern technological tools and enjoy improving processes.You want to contribute directly to the success of a high-performing financial advisory team.Position OverviewWe are seeking a detail-oriented, autonomous Administrative Assistant with strong customer service instincts.This role combines core administrative duties with light executive-support responsibilities, including proactive calendar management, operational client follow-ups, and improving the processes.You will play a key role in ensuring the smooth operation of the team, the quality of the client experience, and the overall efficiency of the advisors.Your ResponsibilitiesAdministrative Support & OperationsSupport financial advisors in all administrative, client-service, and business-development activities.Complete, verify, and submit account-opening forms and related documents.Perform data checks and operational tasks (transfers, cheque deposits, requisitions, mail processing, RRSP contributions, etc.) in compliance with internal policies.Produce and format client documents with attention to clarity, quality, and presentation.Handle client inquiries, conduct research when needed, and ensure timely follow-ups for a seamless client experience.Client RelationsManage incoming calls, respond to client questions, and ensure follow-up when required.Reach out to clients for administrative updates or appointment scheduling.Support the preparation and execution of client-communication initiatives.Executive-Style ResponsibilitiesMaintain and proactively manage advisors’ calendars; schedule meetings, coordinate logistics, and streamline workflows.Organize internal and external meetings, including preparation of required documentation.Suggest improvements to enhance operational and administrative efficiency.Technology & ToolsWork with Word, Excel, Outlook, Teams, SharePoint, and CRM Dynamics.Update internal databases and contribute to the optimization of collaboration tools.Desired ProfileStrong organizational skills and ability to manage multiple priorities.Proactive mindset with the ability to anticipate needs and act autonomously.Excellent professionalism, discretion, and work ethic.Strong interpersonal skills and dedication to high-quality customer service.Adaptability and a collaborative attitude within a fast-paced team environment.QualificationsHigh school diploma (college diploma in administration, secretarial studies, or related field is an asset).Experience in administrative support or secretarial work.Experience with proactive calendar management.Strong command of Microsoft Office (Word, Excel, Outlook, PowerPoint).Experience with Teams, SharePoint, and/or CRM Dynamics.Bilingualism French/English.ConditionsFull-time permanent position, based in Dorval (QC).Salaire : 55 000 $ à 75 000 $ selon l’expérience.Monday to Friday schedule.Comprehensive group insurance plan.Stable, respectful, and growth-oriented work environment.