Administrative Assistant

We are looking for an Administrative Assistant for our Integrated Facilities Management business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

Job Overview: We are seeking a highly organised and professional Administrative Assistant to provide comprehensive support to senior-level executives.

This role requires exceptional organisational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Prepare and edit correspondence, presentations, and reports
• Handle sensitive and confidential information with discretion
• Anticipate and proactively address executives' needs
• Inbox management, email monitoring and prioritization, drafting correspondence and reviewing / summarising documents as needed
• Gatekeeper ensuring comprehensive and accurate calendar management
• Manage all aspects of Executive travel and associated meetings including presentations, accommodation, transfers, meetings, conference fees and compliance paperwork
• Ensure travel is documented and travel process is followed
• Prepare and manage expense reports, ensuring accuracy and timely submission.
• Assist with managing and tracking action items, deliverables, daily updates
• Work closely with the team to ensure workstreams are on track
• Support with preparing slides and presentation materials for business meetings.
• Assist with ad hoc projects as requested
• Conference and client event coordination including but not limited to budgeting, travel, materials preparation, scheduling, and administrative support
• Assist in the scheduling and set up of Offsites, and other group and entity meetings ensuring smooth running
• Assist designated functional teams with general administrative tasks as required
• Provide holiday and absence cover for team members as required

Qualifications:

• Bachelor's degree in Business Administration or relevant experience 5+ years of experience as an executive assistant, preferably in a corporate environment
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent verbal and written communication skills
• Strong organisational and time management skills
• Ability to multitask and prioritise in a dynamic environment
• Discretion and confidentiality in handling sensitive information
• Exceptional interpersonal skills and professional demeanour
• Proactive problem-solving abilities

Preferred Skills:

• Knowledge of office management systems and procedures
• Familiarity with social media management for executives
• Proficiency in additional languages (desirable)
• Experience in business administration

Personal Qualities:

• Detail-oriented with a high level of accuracy
• Adaptable and able to work under pressure
• Self-motivated and able to work independently
• Tactful and diplomatic in all interactions
• Committed to continuous learning and professional development