Senior Executive Assistant

Job Summary Opportunity to work within a world-class global professional services firm specializing in real estate – a culture of belonging. Rewarding opportunities. And a diverse global community shaping the future of real estate for a better world. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be especially well organized and flexible. The ability to interact with people (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

Essential Functions

• Provide full executive support as senior executive assistant to the President, representing him to the public through personal, telephone, and electronic communications
• Responsible for full interaction with the President for all aspects of his business, including:
• Managing his day-to-day business
• Interaction with his clients and JLL colleagues
• Email management including detailed follow up
• Constantly improving process and procedures
• Full calendar management and scheduling
• Client relations
• Over time developing a full understanding of the executive's business

Additional Day-to-Day Responsibilities

• Manage expense report preparation, submission, and tracking status in PeopleSoft
• Prepare and edit correspondence, communications, presentations, and other documents
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Coordinate travel arrangements through internet-based travel system
• Client event planning for brokerage events, client outings, and ad hoc events
• Responsible for being liaison to internal departments on behalf of executive (i.e., Research, Marketing, Finance, etc.) for client requests

Qualifications

• Minimum 5 years of experience supporting executive level execution
• Associate Degree, or higher, in business administration, administrative assistant, or related field preferred
• Ability to do in person/on the phone dictation
• Problem Solver
• Pro-Active Thinker - Keen ability to connect the dots and anticipate the needs of the executive in advance
• Highly motivated with a capacity to multi-task in a fast-paced environment
• Excellent computer and typing skills
• Tech Savvy – Actively seeking efficient ways of managing tasks
• Proficiency in MS Windows and Office (Word, Excel, PowerPoint, and Outlook)

Attributes

• Display curiosity and interest in understanding our business
• Have flexibility to work outside of normal business hours when needed
• Discretion and professionalism when given access to confidential and/or private information
• Highly efficient and takes pride in getting things done and done well
• Promote the mission, vision, and values of the organization
• Strong organizational and communication skills with proven attention to detail

Professional Requirements

• Adhere to dress code; appearance is neat and clean
• Legal real estate experience preferred but not required
• Provide excellent customer service – upbeat energetic personality
• Always represents the organization in a positive and professional manner