Executive Assistant

John Hancock's US Law Department is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative and secretarial support to five Attorneys. In addition, this role will provide operational support to our Third-Party Paralegal Team, ensuring the accurate intake of material into our company docketing system. This daily workflow ensures that third-party matters ( i.e ., matters as to which the Company is a third-party rather than a litigant) are efficiently docketed, tracked, and processed using designated systems and tools.You will support two primary document-intake streams: Hard-copy documents received by mail Digitally served documents delivered through our nationwide registered agent for service of process (CSC). The process uses Passport, SharePoint, LawPack Archive, and the Litigation Division Shared Drive. The types of third-party documents we receive include authorizations for release of information in probate proceedings, bankruptcy notices, divorce decrees, Dept. of Labor subpoenas, fraud referrals to state regulators, garnishments, grand jury subpoenas, guardianships, IRS levies, IRS summons, account levies, levies on wages, liens, QDROs, restraining orders, search warrants, keeper of records subpoenas, summons joinders, child support or spousal or medical support orders, verifications, and earnings withholding order. For Documents Received by Mail: Mailroom personnel scan all mail into the Third-Party SharePoint folder. Steps for Executive Assistant: Download mail from SharePoint. Date stamp each piece using Adobe. Check Passport and LawPack Archive for prior records. For new matters: Create and docket cases in Passport Assign the matter to a Paralegal in Charge ("PIC") Add detailed comments For existing matters: Update comments and associate new documents accordingly. Log all 3rd Party matters received on the Third Party's Excel spreadsheet Mail Log. Move scanned documents to the work queue folder for the assigned PIC on the Shared Drive. For Digital Documents Received through CSC: A paralegal reviews and acknowledges CSC transmittals daily online through the CSC portal. The paralegal sends instructions to the EA for processing and docketing. Steps for EA: For new matters: the EA opens the case in Passport, including adding a new Task entry. For existing matters: Assigns to existing PIC and adds a new Task entry within Passport. EA inputs information on the 3rd Party's Excel spreadsheet Mail Log, digitally stamps documents via Adobe, and adds detailed comments such as Passport Matter Number, assigned PIC, "new" vs. "existing" matter and the date the matter was opened. EA moves CSC transmittal documents to the work queue folder for the assigned PIC on the Shared Drive. Systems & Tools Used: Third-Party Unit SharePoint site Passport LawPack Archive Litigation Division Shared Drive Adobe (stamp and comment functions) Additional Responsibilities: Compile and print highly confidential information, including for use in reports and meetings. Compose letters, memoranda and other documents and handle routine correspondence as directed. Input litigation related information to company-wide docketing system. Review litigation related documents for critical deadline and other information. Make contact as required with outside counsel and adversary counsel. Schedule appointments and meetings for department personnel. Timely pick up and/or deliver department mail to/from company mail room. Make travel arrangements for department staff and process related expense 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. Respond to inquiries from both internal staff and external vendors on status of invoices. Ensure invoices are in good order for receipt by AP: appropriate amount, payee, matter and service description Assist in-house counsel with settlement checks and wires using all appropriate E-Treasury platforms to ensure settlements are issued timely. Trouble shoot problems with printers, copy machines, fax machines, phones, etc. Initiate and manage the appropriate service and/or purchase requests.Performs other duties for department such as on-boarding/off-boarding of staff, , maintaining and ordering office supplies, and invoicing and purchasing responsibilities. 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, presentation preparation or other work of the department. Required Qualifications: Bachelor's degree preferred, or high school diploma and advanced secretarial school certificate 3-5 years of experience as an executive or administrative assistant Extremely professional, responsive and detail oriented Punctual and dependable Strong organizational, verbal and written communication, design and presentation skills Familiar with structure and purposes of types of documents generated in litigation Excellent problem-solving skills Ability to set priorities, handle multiple tasks and meet deadlines Proficiency in Microsoft Office 365 applications including Word, Excel, PowerPoint, SharePoint, Yammer, Groups, Outlook as well as Adobe Acrobat Professional and Workshare Compare Proficiency with Passport, LawPack Archive is an asset 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 Knowledge of e-billing and content management systems is helpful Ability to work overtime as necessary When you join our team: We'll empower you to learn and grow the career you want. We'll recognize and support you in a flexible environment where well-being and inclusion are more than just words. As part of our global team, we'll support you in shaping the future you want to see. #LI-JH#LI-HybridAcerca de Manulife y John HancockManulife Financial Corporation es un importante proveedor internacional de servicios financieros que ayuda a las personas a tomar decisiones de una manera más fácil y a vivir mejor. Para obtener más información acerca de nosotros, visite .Manulife es un empleador que ofrece igualdad de oportunidadesEn Manulife/John Hancock, valoramos nuestra diversidad. Nos esforzamos por atraer, formar y retener una fuerza laboral tan diversa como los clientes a los que prestamos servicios, y para fomentar un entorno laboral inclusivo en el que se aprovechen las fortalezas de las culturas y las personas. Estamos comprometidos con la equidad en las contrataciones, la retención de talento, el ascenso y la remuneración, y administramos todas nuestras prácticas y programas sin discriminación por motivos de raza, ascendencia, lugar de origen, color, origen étnico, ciudadanía, religión o creencias religiosas, credo, sexo (incluyendo el embarazo y las afecciones relacionadas con este), orientación sexual, características genéticas, condición de veterano, identidad de género, expresión de género, edad, estado civil, estatus familiar, discapacidad, o cualquier otro aspecto protegido por la ley vigente.Nuestra prioridad es eliminar las barreras para garantizar la igualdad de acceso al empleo. Un representante de Recursos Humanos trabajará con los solicitantes que requieran una adaptación razonable durante el proceso de solicitud. Toda la información que se haya compartido durante el proceso de solicitud de adaptación se almacenará y utilizará de manera congruente con las leyes y las políticas de Manulife/John Hancock correspondientes. Para solicitar una adaptación razonable en el proceso de solicitud, envíenos un mensaje a .Ubicación principalBoston, MassachusettsModalidades de TrabajoHíbridoSe prevé que el rango salarial esté entre$53,250.00 USD - $88,750.00 USDSi se está postulando para este puesto fuera de la ubicación principal, póngase en contacto con para conocer el rango salarial de su ubicación. El salario real variará según las condiciones locales del mercado, la geografía y los factores relacionados con el trabajo pertinentes, como conocimiento, habilidades, calificaciones, experiencia y educación/capacitación. Los empleados también tienen la oportunidad de participar en programas de incentivos y obtener una compensación de incentivos vinculada al desempeño comercial e individual.Manulife/John Hancock ofrece a los empleados aptos una amplia variedad de beneficios personalizables, entre ellos, beneficios de salud, odontológicos, de salud mental, oftalmológicos, por discapacidad a corto y a largo plazo, cobertura de seguro de vida y por muerte accidental y desmembramiento, adopción/subrogación y bienestar, y planes de asistencia al empleado/familiar. También ofrecemos a los empleados admisibles varios planes de ahorro para la jubilación (incluidos planes de ahorro 401(k) o de pensiones y un plan mundial de propiedad de acciones con contribuciones equivalentes del empleador) y recursos de asesoramiento y educación financiera. Nuestro generoso programa de días libres pagos en EE. UU. contempla hasta 11 días festivos, 3 días personales, 150 horas de vacaciones y 40 horas de licencia por enfermedad (o más cuando lo exija la ley) por año, y ofrecemos todos los tipos de licencias contempladas por la ley.Conozca sus derechos (Permiso Familiar y MédicoLey de Protección del Empleado contra el Examen Poligráfico (Derecho al TrabajoVerificación Electrónica (E- Verify )Transparencia Salarial (Company: John Hancock Life Insurance Company (U.S.A.)

Created: 2026-03-04