Executive Assistant

3 days ago

Chennai, India JLL Full time

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
Executive Assistant
Work Dynamics

**What this job involves**:
Executive Assistant for Business heads to assist their meetings, attending calls, client coordination, and all. They will be scheduling such important calls also as per the business heads' needs as and when required.

Functionally she will be reporting to BU and administratively to the Workplace operations manager.
Calendar Management, Travel Management, Meeting & Events coordination, Time & Expense Submission, Other Administrative Support

Coordinating with Business Heads

Attending important calls as and when required

Fixing meetings with various stakeholders

Handing confidential matters on a need basis by BU

Take meeting notes and share the MOMs and follow-ups as well

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

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.

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 stakeholder's 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

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 you c

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