Executive Assistant

Jones Lang LaSalle Incorporated; Bengaluru; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Bengaluru requires an experienced Executive Assistant to provide high-level support to multiple executives. You will manage complex calendars, arrange international travel, and coordinate meetings and events with internal teams and external partners.

The role demands strong English communication, meticulous organization, and the ability to work under pressure while maintaining confidentiality.

Qualifications

• Supports executives with calendar, travel, meeting and event coordination.
• Manages non-routine correspondence and prepares draft materials.
• Coordinates with internal teams and external partners to ensure seamless operations.

Responsibilities

• Provide advanced executive support to multiple executives with complex schedules.
• Liaise between executives and their organizations, handling sensitive information.
• Organize meetings, travel, and events including liaising with global stakeholders.

Skills

Calendar management

Travel management

Meeting coordination

Executive support

MS Office

English proficiency

Tools

MS Office

Video conferencing tools

Travel booking tools

Job description

About JLL

JLL (NYSE: JLL) is a leading professional services firm that specializes in real estate and investment management. Our vision is to reimagine the world of real estate, creating rewarding opportunities and amazing spaces where people can achieve their ambitions. In doing so, we will build a better tomorrow for our clients, our people and our communities. JLL is a Fortune 500 company with annual revenue of $16.3 billion, operations in over 80 countries and a global workforce of more than 93,000 as of September 30, 2019. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated.

JLL (NYSE: JLL) is a leading professional services firm that specializes in real estate and investment management. Our vision is to reimagine the world of real estate, creating rewarding opportunities and amazing spaces where people can achieve their ambitions. In doing so, we will build a better tomorrow for our clients, our people and our communities. JLL is a Fortune 500 company with annual revenue of $16.3 billion, operations in over 80 countries and a global workforce of more than 93,000 as of September 30, 2019. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated.

What this job involves:

• Calendar Management, Travel Management, Meeting & Events coordination, Time & Expense Submission, Other Administrative Support
• Prepare a range of non-routine correspondence according to company guidelines
• Arrange and coordinate meetings/conferences in liaison with the Meeting and Events Planning team when applicable. Handle routine and non-routine logistics (e.g.contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input and review by Executive).
• Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the executive
• Arrange conference calls, video conferences or data conferences occasionally involving a global audience
• Anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive’s availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
• Prepare draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
• Review and sort paper-based and electronic mail, identify action required and take action where appropriate
• Assist with miscellaneous complex administrative tasks (i.e.locate and complete standard Accenture forms, provide invoicing and accounts reconciliation support, maintain voicemail/email distribution lists, may manage time and expense reports)
• Manage potential complex calendar / diary activity, including coordination of appointments for executives as well as extensive rescheduling. Keep executives informed as needed
• Develop relationships with executives’ clients and their EA’s
• Provide telephone support (i.e. Answer calls promptly and courteously). Act as executives’ representative to independently handle calls
• May record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines.
• Maintain voicemail and email distribution lists

Key Skills

• Be able to adapt to changes in business priorities
• IT & Microsoft office skills (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills with confident to interact with people at senior levels
• Mastery of stakeholder's relationships and collaborative working with colleagues and peers of all levels.
• Proactive display initiative and work well under pressure
• Effective team player, flexible and with the ability to work independently
• Excellent written and verbal English
• Excellent organisational skills and ability to prioritize effectively
• High level of accuracy
• Excellent customer services skills
• Ability to independently solve problems and make recommendations.
• Sense of confidentiality, discretion
• Strong diary management (multiple diaries)
• Experience booking complex international travel

Sound like you? In this role, your key responsibilities will include:

• Providing an advanced level of executive support to various executives with complex organizational responsibilities.
• Liaison between the executives and his/her organization.
• Independently completes assigned non-routine tasks to meet goals under supervision and may work in a team environment.
• Requires a good understanding of the executives’ organization, along with the business knowledge to communicate and work effectively with the executive’s organization and clients.