Position Overview The Executive Assistant provides high-level administrative support to senior executives, enabling them to focus on strategic priorities by managing complex schedules, communications, and business operations. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs while handling confidential information with professionalism.
Key Responsibilities Calendar and Schedule Management Coordinate complex executive calendars across multiple time zones, prioritizing appointments and ensuring optimal time allocation. Proactively identify scheduling conflicts and resolve them efficiently. Prepare executives for meetings with relevant briefing materials, agendas, and background information.
Communication Management Serve as primary point of contact between executives and internal/external stakeholders. Screen and prioritize incoming communications, responding independently when appropriate and escalating urgent matters. Draft, proofread, and distribute correspondence, reports, and presentations on behalf of executives.
Meeting Coordination Organize and coordinate meetings, including logistics, technology setup, catering, and materials preparation. Attend meetings to capture action items and follow up on deliverables. Manage virtual meeting platforms and ensure seamless technical execution.
Travel Arrangements Plan and book complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa requirements. Create detailed travel agendas and ensure executives have all necessary documentation and information.
Project Support Assist with special projects and initiatives, conducting research, compiling data, and preparing presentations. Track project timelines and milestones, ensuring deadlines are met. Coordinate cross-functional collaboration as needed.
Expense and Budget Management Process expense reports and maintain accurate records. Track departmental budgets and reconcile statements. Ensure compliance with company financial policies and procedures.
Confidentiality and Discretion Handle sensitive information with absolute confidentiality. Exercise sound judgment in all interactions and maintain professional boundaries.
Qualifications Required:
Preferred:
Core Competencies Proactive problem-solving and anticipatory thinking. Ability to manage multiple priorities simultaneously under pressure. Strong interpersonal skills with ability to build relationships across all organizational levels. Adaptability and flexibility in fast-paced environment. Attention to detail with commitment to accuracy. Diplomatic approach to sensitive situations.
Work Environment This position typically operates in a professional office environment with standard business hours, though flexibility for occasional early/late meetings or urgent matters may be required. The role may involve hybrid or remote work arrangements depending on executive needs and company policy.management (multiple diaries)
What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Keep your ambitions in sight and imagine where JLL can take you...