Executive Assistant

JLL supports the Whole You, personally and professionally.
Executive Assistant Work Dynamics
**What this job involves**:
**Job Summary**: As an administrative assistant, you will play a critical role in ensuring the smooth and efficient operation of the office. You will provide essential administrative support to the team, managers, and clients, contributing to the overall success of the organization. Your responsibilities will include managing correspondence, scheduling appointments, organizing meetings, drafting documents, and assisting with general office operations. Your exceptional organizational and communication skills will be essential in maintaining a professional and productive office environment.
**Key Responsibilities**:
**Managing Correspondence**:
Sorting and distributing incoming and outgoing mail.
Answering phone calls and taking messages.
**Scheduling and Calendaring**:
Managing executive and team calendars, scheduling appointments, and coordinating meetings.
Assisting with travel arrangements and itinerary planning.
**Meeting Coordination and Support**:
Organizing and preparing meeting agendas, materials, and presentations.
Coordinating logistics for meetings and conferences, including room bookings and catering arrangements.
Attending meetings, taking accurate minutes, and distributing them to relevant parties.
**Administrative Support**:
Creating and editing documents, reports, and presentations.
Maintaining and updating databases, filing systems, and office records.
Monitoring and ordering office supplies.
Assisting with basic accounting tasks, such as invoice processing and expense tracking.
**Client Support**:
Providing excellent customer service by answering client inquiries, resolving issues, and escalating complex matters to the appropriate parties.
Assisting with client onboarding and maintaining client records.
**Office Operations**:
Assisting in the coordination of office maintenance and repairs.
Ensuring the reception area is presentable and welcoming.
Assisting with organizing company events, conferences, and employee engagement initiatives.
**Required Skills and Qualifications**:
High school diploma or equivalent; additional administrative certifications or education is a plus.
Proven experience as an administrative assistant or in a similar role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong attention to detail and accuracy in work.
Exceptional verbal and written communication skills.
Professional demeanor with excellent customer service skills.
Ability to maintain confidentiality and handle sensitive information.
Self-motivated with a proactive approach to problem-solving.
Ability to work independently and as part of a team.
Flexibility to adapt to changing priorities and deadlines.
Familiarity with office equipment and basic IT troubleshooting is desirable.
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
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 102,000 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.