Business Administration Manager

Jones Lang LaSalle Incorporated; City of Brisbane; On-site; AUD 85,000 - 110,000; Full time

Benefits offered by this job

Employee discounts

18 weeks maternity leave

Health insurance discounts

Employee assistance program

EV car lease

Job summary

Jones Lang LaSalle Incorporated (JLL) seeks an experienced Senior Executive Assistant/Business Manager to support Office & Industrial leadership across VIC & QLD. You’ll act as the operational backbone for Executive Directors and senior teams, driving governance, administrative excellence, and development coordination.

You will implement standardized processes, champion technology adoption, and maintain critical systems like the Management Agreements Library.

Qualifications

• 5+ years of experience in a senior administration, business management or executive assistant role with demonstrated project coordination capabilities.
• Proven track record of implementing process improvements and standardizing administrative practice across teams or business units.
• Strong project management skills with the ability to lead multiple initiatives simultaneously, prioritize under pressure and meet deadlines.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with Excel for data analysis and reporting.
• Excellent written and verbal communication skills at all organizational levels, from team members to C-suite.
• Ability to work autonomously with sound judgment in ambiguous situations.
• Experience in commercial real estate or property management (preferred).

Responsibilities

• Provide comprehensive executive support to multiple Executive Directors, including diary management and complex travel coordination.
• Coordinate high-stakes meetings: agendas, venues, technology, guest registration and catering, minutes and action items.
• Maintain and improve critical systems like the Management Agreements Library and SharePoint repositories.
• Monitor license status and renewals as Real Estate License Champion for VIC & QLD.
• Coordinate pitch meetings and BD content from Pursuits library and keep collateral current.
• Develop standardized administrative processes and drive technology adoption.
• Coordinate internal/external events to strengthen relationships and culture.
• Assist onboarding and training for new team members and track professional development.
• Collaborate with PM National Business Operations Manager and contribute to ad-hoc projects.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Process improvement

Microsoft Office

Education

Bachelor's degree in business or related field

Tools

SharePoint

Job description

JLL supports the Whole You, personally and professionally.Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.Shaping the future of real estate for a better world!At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.We bring to life see a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.JLL is a global leader in helping clients envision where people live, work, play, shop, and eat.What this opportunity involves:This is a pivotal business management role supporting our Office & Industrial leadership team across Victoria and Queensland. You'll be the operational backbone for Executive Directors and senior Property Management teams, ensuring seamless administrative excellence, governance oversight, and business development coordination. Your work will span executive support, compliance management, systems administration, and strategic project delivery. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and this role is central to enabling that vision. You'll implement standardized processes, champion technology adoption, maintain critical business systems like our Management Agreements Library, and coordinate business development activities that drive growth. This position requires someone who thrives in a fast-paced environment, can juggle multiple priorities with ease, and brings both strategic thinking and meticulous execution to everything they touch. We believe the most effective teams are built when everyone is empowered to thrive, and you'll play a key role in creating the infrastructure that allows our senior leaders and their teams to focus on what they do best.Key Responsibilities include:Provide comprehensive executive support to multiple Executive Directors, including sophisticated diary management, complex travel coordination across domestic and international destinations, and expense reconciliation in line with JLL policiesPrepare for and coordinate high-stakes meetings by developing agendas, arranging venues and technology, managing guest registration and catering, capturing detailed minutes, and following through on action items to ensure accountabilityMaintain and continuously improve critical business systems including the Management Agreements Library, SharePoint document repositories, organizational charts, contact databases, and the BD tracker/pipeline toolAct as Real Estate License Champion for Office & Industrial VIC & QLD, monitoring license status across the team, coordinating renewals, and liaising with the legal team to ensure ongoing complianceSupport business development initiatives by coordinating pitch meetings, compiling submission content from the Pursuits library, researching market opportunities and prospective clients, and keeping all BD collateral current and compellingDevelop and implement standardized administrative processes and best-practice guidelines that enhance efficiency and consistency across the business, championing new technology to drive adoption and continuous improvementCoordinate internal and external events including team meetings, segment reviews, client functions, conferences, and team-building activities that strengthen relationships and build cultureSupport onboarding and induction of new team members, providing training on JLL systems and processes, and assisting with the coordination and tracking of ongoing professional development programsCollaborate closely with the PM National Business Operations Manager and support staff across segments, accepting delegated responsibilities and contributing to ad-hoc projects that enhance overall business performanceSounds like you? This is what we're looking for:Minimum 5 years' experience in a senior administration, business management, or executive assistant role with demonstrated project coordination capabilitiesProven track record of implementing process improvements and standardizing administrative practice across teams or business unitsStrong project management skills with the ability to lead multiple initiatives simultaneously, prioritize effectively under pressure, and consistently meet tight deadlinesAdvanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced Excel skills for data analysis and reportingExceptional organizational abilities, including experience managing complex calendars for multiple executives and balancing competing stakeholder prioritiesExcellent written and verbal communication skills with the ability to interact professionally and persuasively at all organizational levels, from team members to C-suite executivesStrong attention to detail and commitment to producing high-quality, accurate work in all deliverablesDemonstrated ability to work autonomously, exercise sound judgement in ambiguous situations, and confidently manage scope to maintain focus on prioritiesPrevious experience in the commercial real estate or property management sector with understanding of industry terminology, systems, and workflows (preferred)Benefits:Great employee discounts off fitness, wellbeing & other renowned brands18 weeks paid maternity leavePrivate Health Insurance DiscountsActive Social ClubEmployee assistant programNovated Lease for EV carsPaid time off for volunteer workCareer Opportunities with Australia's #1 Commercial Real Estate firmPremium officesWhat you can expect from us:You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.As an organization, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity and building an inclusive workplace. This is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We support applications from all underrepresented groups, including Aboriginal and Torres Strait Islanders, LGBT+, people with disability and people of all age, religions and race. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognize and appreciate the skills acquired in their service careers as vital and transferable to our workforce.Apply today, quoting job reference number REQ529524If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!Personalized benefits that support personal well-being and growth:JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.About JLL –We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.