Senior Administrative Coordinator

7 days ago

Hong Kong, Central and Western District, Hong Kong SAR China Manulife Full time

Job Overview

The Role

Manulife Regional Office is in search of a Senior Administrative Coordinator to provide comprehensive administrative and office management assistance to the Audit and Advisory Services Asia team. This role will report directly to the Head of Audit and Advisory Services, Asia. The successful candidate will be tasked with overseeing the scheduling, travel arrangements, and meeting coordination for the audit leadership team (ALT) and senior management team (SMT) members within Audit and Advisory Services. The ideal candidate will possess the ability to communicate and collaborate effectively with all organizational levels, including global, regional, and country-level executives, as well as various stakeholders such as Board Members and Industry Organizations.

Key Responsibilities:

Oversee the calendars of the Hong Kong-based ALT and SMT, coordinating all internal and external scheduling requests, including logistics and venue bookings. Manage the meeting and travel schedules for the Global Head of Audit and Advisory Services and other non-Asia ALT members during their business trips in Asia. Efficiently organize various internal and external meetings, including departmental, regional, global, and country-level meetings, acting as a liaison for key internal stakeholders. Handle all travel-related administration, including travel requests, itinerary preparation, and timely reconciliation of travel expense reports. Prepare expense reports for ALT and SMT. Conduct final formatting, proofreading, and issuance of audit and advisory reports. Assist in the preparation of committee and board materials, as well as presentation decks. Support data collection for KPI reporting and assist in monitoring KPIs and budget. Independently organize team events and activities. Provide support for staff onboarding and offboarding arrangements, along with other IT and operational tasks. Collaborate with other administrative staff to coordinate and prepare for meetings. Handle confidential information with discretion, interacting with all management levels and internal/external customers with tact and diplomacy. Perform miscellaneous and ad-hoc tasks related to work, demonstrating a strong sense of responsibility and ownership. Facilitate interdepartmental communication and manage special projects as needed.

Desired Qualifications:

High integrity and discretion in managing confidential information, along with professionalism in dealings with senior professionals. A motivated, reliable, and trustworthy individual capable of representing the executive office and team professionally. Exceptional attention to detail, a strong sense of urgency, and the ability to work independently with minimal supervision. Capability to navigate ambiguity and utilize sound business judgment. Excellent organizational skills, a proactive approach, and effective multitasking abilities. Proven ability to complete complex tasks quickly with minimal guidance and respond with urgency to time-sensitive situations. Strong track record of teamwork in a large-scale, fast-paced, and process-driven environment. Outstanding communication (both written and verbal) and interpersonal skills. Flexibility to prioritize and manage multiple assignments while maintaining commitment to deadlines. Demonstrated values-based judgment and collaborative spirit across organizational levels. Creativity in developing ideas for team events and activities.

What Drives You?

A passion for customer engagement and a commitment to their needs. A visionary mindset with a curiosity to explore innovative approaches for achieving business outcomes. A collaborative spirit that thrives in team environments. A sense of ownership in building solutions that focus on key priorities. A commitment to integrity and ethical practices. A dedication to fostering a diverse and inclusive workplace.

We Seek Candidates Who:

Hold a degree and possess 8 to 10 years of experience in the Financial Services sector, ideally within a large multinational or global organization with senior stakeholder engagement. Have a proven track record of supporting C-suite executives. Are mature, well-organized, and adept at prioritizing work effectively. Can perform under pressure and meet tight deadlines while being globally minded and culturally sensitive. Are tech-savvy and experienced with various systems such as Concur and WorkDay. Are proficient in Microsoft Office applications (Word, Excel, PowerPoint, Power BI). Are fluent in both written and spoken English and Chinese (Cantonese and Mandarin).

What We Offer:

Competitive salary and benefits package. Opportunities for growth and development in your career. A focus on career path advancement. Flexible work policies that promote work-life balance. Professional development and leadership opportunities.

Our Commitment to You:

A values-driven culture that emphasizes our core principles. Endless opportunities for learning and growth throughout your career.

About Manulife and John Hancock:

Manulife Financial Corporation is a premier international financial services group dedicated to simplifying decision-making and enhancing lives. With our global headquarters in Toronto, Canada, we operate under the Manulife brand in Asia, Canada, and Europe, and primarily as John Hancock in the United States. We provide a range of financial advice, insurance, and wealth management solutions for individuals, groups, and institutions. As of the end of 2022, we employed over 40,000 individuals and served more than 34 million customers worldwide.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace diversity and strive to attract, develop, and retain a workforce that reflects the diversity of our customer base. We are committed to fair recruitment, retention, advancement, and compensation practices, ensuring no discrimination based on race, gender, age, or any other protected characteristic.

Our priority is to eliminate barriers to provide equal access to employment opportunities.

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