Executive Assistant

Work Dynamics

About JLL

JLL (NYSE: JLL) is a leading professional services firm that specializes in real estate and investment management. Our vision is to reimagine the world of real estate, creating rewarding opportunities and amazing spaces where people can achieve their ambitions. In doing so, we will build a better tomorrow for our clients, our people and our communities. JLL is a Fortune 500 company with annual revenue of $16.3 billion, operations in over 80 countries and a global workforce of more than 93,000 as of September 30, 2019. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated.

What this job involves:

• Calendar Management, Travel Management, Meeting & Events coordination, Time & Expense Submission, Other Administrative Support
• Prepare a range of non-routine correspondence according to company guidelines
• Arrange and coordinate meetings/conferences in liaison with the Meeting and Events Planning team when applicable. Handle routine and non-routine logistics (e.g.: contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input and review by Executive).
• Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the executive
• Arrange conference calls, video conferences or data conferences occasionally involving a global audience
• Anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive’s availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
• Prepare draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
• Review and sort paper-based and electronic mail, identify action required and take action where appropriate
• Assist with miscellaneous complex administrative tasks (i.e., locate and complete standard Accenture forms, provide invoicing and accounts reconciliation support, maintain voicemail/email distribution lists, may manage time and expense reports)
• Manage potential complex calendar / diary activity, including coordination of appointments for executives as well as extensive rescheduling. Keep executives informed as needed
• Develop relationships with executives’ clients and their EA’s
• Provide telephone support (i.e. Answer calls promptly and courteously). Act as executives’ representative to independently handle calls
• May record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines.
• Maintain voicemail and email distribution lists
  
  

Key Skills

• 2-3 years of experience in a EA role
• Be able to adapt to changes in business priorities
• IT & Microsoft office skills (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills with confident to interact with people at senior levels
• Mastery of stakeholders relationships and collaborative working with colleagues and peers of all levels.
• Proactive display initiative and work well under pressure
• Effective team player, flexible and with the ability to work independently
• Excellent written and verbal English
• Excellent organisational skills and ability to prioritize effectively
• High level of accuracy
• Excellent customer services skills
• Ability to independently solve problems and make recommendations.
• Sense of confidentiality, discretion
• Strong diary management (multiple diaries)
• Experience booking complex international travel
  
  

Sound like you? In this role, your key responsibilities will include:

• Providing an advanced level of executive support to various executives with complex organizational responsibilities.
• Liaison between the executives and his/her organization.
• Independently completes assigned non-routine tasks to meet goals under supervision and may work in a team environment.
• Requires a good understanding of the executives’ organization, along with the business knowledge to communicate and work effectively with the executive’s organization and clients.
  
  

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

---