Executive Team Assistant

Jones Lang LaSalle Incorporated; Brisbane; Sur place; AUD 90 000 - 130 000; Plein temps

Avantages offerts par ce poste

Great employee discounts off fitness,

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Paid time off for volunteer work

Career Opportunities with Australia\'s

Premium offices

Résumé du poste

JLL in Brisbane is seeking a senior administrator to support Office & Industrial leadership across Victoria and Queensland, acting as the operational backbone for Executive Directors and senior property management teams. You will streamline diaries, coordinate meetings, manage systems like the Management Agreements Library and SharePoint, and drive business development coordination.

This fast-paced role rewards initiative, accuracy, and the ability to juggle priorities while deploying

Qualifications

• Minimum 5 years' experience in a senior administration, business management, or executive assistant role.
• Proven track record of implementing process improvements and standardizing administrative practice.
• Strong project management skills with the ability to lead multiple initiatives simultaneously.
• Advanced proficiency in Microsoft Office suite with data analysis and reporting.

Responsabilités

• Provide comprehensive executive support to multiple Executive Directors, including sophisticated diary management, complex travel coordination, and expense reconciliation.
• Prepare for and coordinate high-stakes meetings by developing agendas, arranging venues and technology, capturing minutes, and following through on action items.
• Maintain and improve critical business systems including the Management Agreements Library, SharePoint repositories, organizational charts, and the BD tracker/pipeline tool.
• Act as Real Estate License Champion for VIC & QLD, monitoring license status and coordinating renewals with the legal team.
• Support business development by coordinating pitches, compiling submission content, researching market opportunities, and keeping BD collateral current.
• Develop and implement standardized administrative processes and best-practice guidelines, driving adoption of new technology.
• Coordinate internal and external events, onboarding and training, and ongoing professional development tracking.
• Collaborate with the PM National Business Operations Manager and support staff on ad-hoc projects.

Connaissances

Senior administration

Project coordination

Microsoft Office

Calendar management

Communication skills

Autonomous work

Stakeholder management

SharePoint

BD tracker

Outils

SharePoint

BD tracker

Description du poste

JLL empowers you to shape a brighter way.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented peopleand empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

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 policies
• Prepare 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 accountability
• Maintain and continuously improve critical business systems including the Management Agreements Library, SharePoint document repositories, organizational charts, contact databases, and the BD tracker/pipeline tool
• Act 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 compliance
• Support 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 compelling
• Develop 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 improvement
• Coordinate internal and external events including team meetings, segment reviews, client functions, conferences, and team-building activities that strengthen relationships and build culture
• Support 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 programs
• Collaborate 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 performance

Sounds 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 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 effectively under pressure, and consistently meet tight deadlines
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced Excel skills for data analysis and reporting
• Exceptional organizational abilities, including experience managing complex calendars for multiple executives and balancing competing stakeholder priorities
• Excellent written and verbal communication skills with the ability to interact professionally and persuasively at all organizational levels, from team members to C-suite executives
• Strong attention to detail and commitment to producing high-quality, accurate work in all deliverables
• Demonstrated ability to work autonomously, exercise sound judgement in ambiguous situations, and confidently manage scope to maintain focus on priorities
• Previous 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 brands

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Paid time off for volunteer work

Career Opportunities with Australia's #1 Commercial Real Estate firm

Premium offices

What 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.

Location:

On-site –Brisbane, QLD

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.