Executive Assistant

1 week ago

Menlo Park, United States JLL Full time

Location: Menlo Park or San Francisco Corporate Office
Reports to: West Operations Executive Director

What this job involves
JLL is looking for an experienced Executive Assistant to join our leadership team in Northern California. This role supports three of our Brokerage Operating Committee executives and our Operations Director. The Executives are based in Northern California, Southern California and Chicago, so you must be able to work with remote team members and balance multiple time zones. Duties performed may include a broad range of complex tasks involving confidential and technical information. This position requires a person who is a self-starter and proactive to prioritize multiple projects to meet deadlines in a fast-paced, professional environment.

Main Responsibilities

Provide senior level executive administrative supportand production support including presentations decks, excel documents, communication templates, etc.
Act as an extension of the executive team to demonstrate professionalism, thoroughness, responsiveness, and understanding of the key stakeholders and business.
Schedule appointments, conference calls and set itineraries for external and internal meetings.
Coordinate all meeting logistics including calendar invites, room reservations, food orders, etc.
Schedule and manage calendars across different time zones, conflict management, time management.
Complex travel arrangements, book flights, hotels, transportation based on Executive's preferences.
Process expense reports in a timely manner to avoid late fees.
Prepare presentation decks in PowerPoint, prep talking points and schedule rehearsals.
Attend meetings and take thorough notes, provide summaries and follow ups.
Create Excel files, data analysis, pivot tables, graphs and more.
Maintain internal documents, org charts, distribution lists, etc. in a clear filing system for quick access.
Collaborate with all function partners (Operations, HR, Legal, Finance, Marketing, other EAs, Leadership) to understand the business and help anticipate the needs of the Executive's.
Manage a complex org structure and large number of stakeholders.
Coordinate annual events, Town Halls, award practices, activities, invitations and communication.
Event planning, vendor management, payment coordination.
Take initiative to support Executives with high priority projects. Identify problems and alert team members.
Review and proof-read planning documents and presentations.
Coordinate graphic design with design team.
Must be able to work overtime on short notice.
Must be willing to travel between the Northern California offices and nationally as needed.
Special projects and other duties as assigned.

Experience Required
Bachelor's degree or equivalent experience strongly preferred.
Minimum 3-5 years of administrative or executive assistant experience supporting multiple leaders in professional environment.
Excellent Microsoft and technology skills, including Outlook, Word, PowerPoint, Excel, SharePoint, OneDrive, Teams.
Excellent communication, organizational, grammatical, and time-management skills.
Ability to prioritize, multitask, and meet tight deadlines.
Ability to work in a fast-paced environment taking initiative and being a self-starter.
Proven ability to handle confidential information discreetly in a diplomatic manner.
Unflappable, flexible, and can overcome a learning curve quickly.
Demonstrate problem-solving, decision making, and analytical skills.
Commercial Real Estate experience preferred.
This is an in office full-time role with flexibility.

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