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.   

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.
• Handling email communications, drafting responses, and ensuring timely replies.
• 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.

Joining our team as an administrative assistant offers an opportunity to contribute to a dynamic and fast-paced work environment. If you are organized, detail-oriented, and proficient in administrative tasks, we invite you to apply for this position and be a valued member of our team.

Location:

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!

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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.