Executive Assistant

About Jll

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Job Summary

General Administrative Responsibilities:

• Provide support to team in technology applications- Adobe/PDF, MS Office applications and other company supported programs.
• Prepare and execute expense reports on a regular and timely basis.
• Create and maintain filing system and efficient information retrieval system.
• Full calendar management and meeting coordination for internal stakeholders and external clients.
• Coordinate travel arrangements.
• Perform clerical duties to include photocopying, mailing and scanning documents.
• Produce timely and accurate documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, including red lining).
• Assist other teams, disciplines or business units, when required.
• Prompt and consistent attendance as required by the job.
• Keep track of license renewals, subscriptions and memberships.

Related Responsibilities:

• Prepare market surveys, tour books, summaries, stacking plans and other relevant documents as needed.
• Manage process of distribution, list updates and activity reporting.
• Assist team with preparing and updating client-specific reports.
• It is expected that the assistant will have direct contact with some of the brokers representing prospects and will request updates from them.
• Work with Costar, as well as other databases to maintain accurate listing/brokerage information.
• Responsible for being a liaison to internal departments on behalf of an executive i.e. Research, Marketing, Finance, etc, for client requests.

Requirements:

• Minimum 5-7 years of experience supporting administration at the executive level.
• BA in business administration, communications or a related field preferred.
• Expert proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint and Outlook, with the ability to leverage these tools to enhance executive productivity and experience with red lining.
• Demonstrated ability to handle confidential information with the utmost discretion and professionalism.
• Exceptional adaptability, thriving in a dynamic environment and easily adjusting to changing priorities and diverse stakeholder needs.
• Quick learner with a natural curiosity, able to grasp new concepts rapidly and apply them effectively in support of executive functions.
• Strong initiative and self-motivation, capable of anticipating needs and independently managing complex projects from conception to completion.
• Superior time management skills.