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Business Support, Administrative Assistant

4 weeks ago

Navi Mumbai, India JLL Full time

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 list

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 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 organizational 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.

Location:

On-site –Navi Mumbai, MH

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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