Sr. Executive Assistant

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.

Provide high-level operational support in a fast-paced environment for two C-Suite Executives as well as facilitating successful collaboration amongst members of the Regional Leadership Team for the different divisions within the client organization and with their counterparts in Europe.

Performs administrative duties for executive management and enhances executive's effectiveness while representing the executive to others.

• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials.
• Works closely with the executives to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc.
• Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner.
• Manages invoices, assuring that goods/services have been received, and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required.
• Develops procedures for creating and maintaining files and records.
• Reviews corporate communications, identifying and recommending actions required.
• Collects and organizes input from Leadership team.
• Makes complex travel arrangements for domestic and international travel. Manages travel planning and expense reporting for the team.
• Screens incoming calls/visitors and correspondence, responding independently when possible.
• Any and all other duties as assigned

Sensitivity to confidential matters may be required and this individual has an obligation to ensure administrative tasks are performed consistent with JLL's Code of Business Ethics

Areas of Responsibility

Calendar and Travel Management

• For multiple Executive level employees, identify and resolve calendar conflicts, coordinate with other Executive Assistants to optimize complex scheduling and travel.

Typing, File and Information Management

• Establish and maintain record keeping and filing systems, sort and file correspondence and records.
• Type and design general correspondence and memos. Proofread for accuracy and format. Responsible for accuracy and clarity of final product.

Meeting Management

• Anticipate meeting needs consistent with Executive's calendar, and finalize arrangements for space, food and other accommodations, and finalize arrangements.
• Work independently and within a team on special nonrecurring and ongoing projects.

Expense Management

• Review and evaluate submitted expenses to determine appropriate cost centers.
• Process expense reports in a timely manner and in accordance with firm policy.
• Escalate issues re questionable expenses.
• Research and resolve complex expense problems

Communications Management

• Organize incoming communications and redirect consistent with Executive regular practice; escalate incoming communications that require more immediate attention.
• Sort and distribute mail and draft written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information.
• Discretion in use and access to information - may be flagged and placed under a non-disclosure agreement.
  

Qualifications

• 7+ yearssupporting executive level roles
• Advanced Microsoft Office applications; PeopleSoft Expense proficiency; On-line schedulers for travel and booking
• Experience in corporate culture and professional demeanor.
• Strong communication and interpersonal skills
  

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

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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

JLL Privacy Notice

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.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.