As Senior Legal Specialist, Corporate Governance you will assist with smooth communication between the Board of Directors and internal departments. You will partner closely with a team of other Board Paralegals, the Chief Legal Officer, Director and Managing Legal Specialist, to ensure that the Board of Directors’ needs are handled efficiently, discreetly and thoughtfully.
This position is heavily focused on both oral and written communications, calendar management, executive logistics, presentation creation, and other types of project management and administrative support.
Specifically, you will lead a wide variety of situations and tasks including, but not limited to:
Board Communications and Administration including preparing Board reference materials
Act as primary liaison with Board members on routine matters
Coordination, problem solving, scheduling and travel assistance, when needed
Coordinate the collection of signatures to various documents in support of formal Board actions
Study standard methodology and current process for improvement
Coordinate scheduling and assist with meeting scheduling and planning process
Routine updates to Board portal (e.g. policies, procedures, quarterly and special Board and Committee Meeting materials)
Board portal improvements and support (e.g. update key documents on the portal that change from time to time)
Meet with Legal to discuss meeting agendas and create project plan & timeline
Coordinate meeting logistics (calendar scheduling, arrange location/room and dial-ins, work with meeting management to ensure refreshments, IT support) including offset meetings
Work with Meeting Management to coordinate Board travel and transportation
Assist attorneys and staff on presentation preparation process
Schedule material review meetings for presenters with CEO (as needed)
Communicate timeline to presenters/content owners and follow up as vital
Assist with collection and review of Board and Committee materials for posting on the Board portal
Act as a resource for Senior Management/Committee Executive Sponsors on Board and Committee meeting-related issues
Meet with key partners and create project plan & timeline
Coordinate with non-Board, non-Management attendees
Assist with meeting orchestration
Assist with March Offsite Board Meeting
Meet with key partners and create project plan & timeline
Work with Meeting Management to secure meeting space and offsite activity locations
Coordinate overall meeting logistics
Coordinate meeting participants
Supervise Sub-advisers visits with the Board
Prepare and maintain 12-month Board and Committee Calendar “Timeline”
Study standard methodologies in the area of Board administration and process to support ongoing improvement of Board effectiveness
You are an excellent communicator and relationship builder. In an environment that values and relies on relationships to “get things done,” you will know who to call and when to call them. Therefore they must be poised and tactful in communicating with both internal and external partners (via telephone, email, and in person.)
At the heart of this role lies a very organized and detailed individual with tremendous presence, polish, and confidence. The appropriate candidate for this position must possess good judgment when prioritizing and committing the Board’s time, be self-motivated and be able to work independently with a sense of urgency, while always being discrete in handling confidential data.
What will be expected from Me?
7-10 years of work experience within a public company
Demonstrated success in project management, administration or other field requiring strong organizational skills and attention to detail
Board of Directors and/or Senior Executive Leadership exposure a plus
Bachelor’s degree and/or paralegal certificate
Conscientious and Detailed Problem Solver: In a demanding environment, the Senior Legal Specialist will work with a high sense of urgency and efficiency, and find ways to “make things possible,” thus enabling others to be more effective and productive by:
Supervising meeting scheduling and planning, and coordinating overall meeting logistics (onsite and offsite)
Completing a variety of administrative tasks with precision and against tight deadlines (including but not limited to scheduling and planning meetings, project managing timelines for Board meetings, coordinating with meeting management all travel support, collecting signatures)
Assisting with meeting orchestration
Deftly using existing and adapting to new administrative technologies to edit/execute written deliverables; highly proficient with Microsoft Office products
Resourceful Thought Leader: The Senior Legal Specialist will take the lead in researching and applying their learning to improve the following areas by:
Road Map and Long-term Planning: preparing and maintaining 12-month Board and Committee “timeline”, and assisting with long-term planning of offsite and potential international board meetings
Process Improvement: studying standard methodologies in the area of Board administration and process to support ongoing improvement of Board effectiveness
Poised; confident presence and polish
Unflappable; capable of handling a fast-paced environment associated with changing demands and priorities
High energy and strong work ethic
Active problem solver; conscientious and quality oriented
to follow all applicable laws, rules, regulations, and company policies
to exhibit ethical behavior in accordance with our Code of Ethics and Business Conduct
to complete required training within the allotted time frame
* Note overtime may be required during peak times in this role.
Internal Number: JobReq0415087
About John Hancock/Manulife
Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better. With our global headquarters in Toronto, Canada, we operate as Manulife across our offices in Canada, Asia, and Europe, and primarily as John Hancock in the United States. We provide financial advice, insurance, and wealth and asset management solutions for individuals, groups and institutions. At the end of 2019, we had more than 35,000 employees, over 98,000 agents, and thousands of distribution partners, serving almost 30 million customers. As of June 30, 2020, we had $1.2 trillion (US$0.9 trillion) in assets under management and administration, and in the previous 12 months we made $30.6 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 155 years. We trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.
Manulife is an equal opportunity employer. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work enviro...nment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention and advancement and we administer all of our practices and programs based on qualification and performance and without discrimination on any protected ground.
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 any accommodation. Information received regarding the accommodation needs of applicants will be addressed confidentially.