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Reporting to the Executive Assistant, Human Resources, and this position is responsible for providing professional front-line reception support to the Executive Offices at Manulife's Global Head Office. The position encompasses the day-to-day operations of the North Tower - 11th floor reception area, as well as providing administrative support to the Executive Assistants on the floor as required.
The regular scheduled hours for this position are from 8:00 a.m. to 4:00 p.m. but the successful candidate may be called upon to work from 10 a.m. to 6 p.m. in certain unforeseen instances and as dictated by business requirements.
Incumbent is responsible for greeting all visitors to the Executive Floor with a professional and mature attitude and to provide any assistance that visitors may require.
Prompt and professional handling of all incoming calls.
Management of complaint calls and successful sourcing and retrieving of information as requested.
Keeping apprised of constant changes within the company in order to provide an effective network of current information.
Booking meeting rooms and hotel offices on the Executive Floor (via an online meeting room booking system), arranging for catering and presentation equipment as needed.
Co-ordination of courier shipments as instructed (includes packaging, labeling and follow-up on point of destination).
Ordering office supplies for the reception area, supply room, photocopier room and pantry area.
Provide support to NT-11 Executive Assistants where required.
Provide back-up support to Executive Assistant, Human Resources
Ongoing review and update of procedures manual for the Reception Desk and ensuring that the information remains current.
Assisting with event coordination by preparing and distributing invitations and managing table seating.
Co-ordination of a weekly external visitor list and liaising with Security.
Working with the Executive Services Clerk to cover breaks and time off, ensure that full covering is always available at the Executive Receptionist Desk.
Strong interpersonal and diplomacy skills with a high comfort level in dealing with senior management and individuals at all levels.
Strong customer service focus.
Ability to exercise discretion and tact in sensitive situations, using good judgment when responding to issues or requests.
Attention to detail, takes initiative, strong organization skills.
Strong written and verbal communication skills a must.
Team player is absolutely essential to be successful in this position.
Experience with Avaya telephone system (conferencing, transferring, voice mail, etc.)
Excellent PC skills in a Windows XP/ Windows 7 environment (Office 2010: Word, Excel, Outlook and Internet).
Manulife Financial Corporation is a leading international financial services group that helps people achieve their dreams and aspirations by putting customers' needs first and providing the right advice and solutions. We operate as John Hancock in the United States and Manulife elsewhere. We provide financial advice, insurance, as well as wealth and asset management solutions for individuals, groups and institutions. At the end of 2016, we had approximately 35,000 employees, 70,000 agents, and thousands of distribution partners, serving more than 22 million customers. At the end of 2016, we had $977 billion (US$728 billion) in assets under management and administration, and in the previous 12 months we made almost $26 billion in payments to our customers.
Our principal operations are in Asia, Canada and the United States where we have served customers for more than 100 years. With our global headquarters in Toronto, Canada, we trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.
Manulife is committed to supporting a culture of diversity and accessibility across the organization. It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will consult with applicants contacted to participate at any stage of the recruitment process who request an accommodation. Information received regarding the accommodation needs of applicants will be addressed confidentially.