Executive Assistant

About This Role

This Executive Assistant role supports the Senior Director of Projects and key leadership within the projects team for one of JLL's most prestigious clients. The successful candidate will manage complex calendars, coordinate travel and expenses, and assist leadership with day-to-day operations, taking routine tasks off their plates so they can focus on clients and strategic work. Success in this position requires mastering details and building strong working relationships, while maintaining a warm, positive tone.

Responsibilities

• Master complex calendars, understanding individual preferences, priority hierarchies, and non-negotiables
• Identify scheduling conflicts and resolve them in a timely manner
• Coordinate high-level internal and external meetings, ensuring proper preparation and follow-through
• Arrange domestic travel with attention to preferences and cost efficiency
• Manage expense report preparation and submission with accuracy and timeliness
• Maintain organized records of travel patterns and expense documentation
• Draft, proofread, and send professional correspondence on behalf of leadership with appropriate tone and urgency under leadership guidance
• Maintain executive presence in written communications while reflecting individual leadership styles
• Keep contact databases current and accurately maintained in Outlook
• Build and rapidly update PowerPoint presentations in JLL brand format
• Assemble reports, coordinate due diligence materials, and prepare client-facing documents
• Lead preparation efforts for key meetings and strategic presentations
• Support the needs of the Senior Director and Projects Team leadership
• Take ownership of repetitive, time-consuming tasks that don't require executive attention
• Coordinate conference calls, technology setup, and meeting logistics seamlessly
• Update and maintain client information in JLL's internal systems with precision
• Ensure data integrity across multiple platforms and touchpoints

Requirements

• 3-5 years of experience providing direct support to executives in fast-paced corporate environments
• Intermediate skills in Outlook, Word, PowerPoint and Excel (advanced skills preferred)
• Strong presentation design and formatting capabilities
• Strong professional communication skills: Exceptional written and verbal communication skills with impeccable spelling and grammar
• Strong attention to detail with ability to manage multiple competing priorities simultaneously without dropping balls
• Proven track record managing executive schedules with competing demands
• Travel and expense management experience