Executive Assistant

Jones Lang LaSalle (JLL); Gurugram District; On-site; INR 450,000 - 700,000; Full time

Job summary

Jones Lang LaSalle (JLL) in India is seeking an Executive Assistant to provide comprehensive administrative and operational support to the India General Counsel. The role emphasizes vendor management, financial coordination, meeting administration, and event logistics to keep legal operations smooth across JLL India entities.

You will manage payments to external law firms, compile monthly provisions from multiple units, handle MoM distribution, and coordinate travel for senior leaders.

Qualifications

• Graduate or professional certification in Office Administration.
• 3–5 years of experience in a professional services environment.
• Experience supporting senior leadership teams.
• Experience working in multi-entity or matrix organizations.
• Knowledge of Indian GST regulations and invoicing processes.

Responsibilities

• Manage vendor payments and GST compliant invoicing.
• Coordinate monthly and year-end financial provisions.
• Oversee meeting administration and minutes distribution.
• Organize corporate events and travel logistics for senior leadership.
• Support recruitment and marketing coordination for Legal team.

Skills

Organizational skills

Stakeholder management

Attention to detail

MS Office Proficiency

Verbal & written English

Education

Graduate or professional certification in Office Administration

Tools

SAP ERP

Oracle ERP

Job description

Job Summary

The Executive Assistant provides comprehensive administrative and operational support to the India General Counsel. This role focuses on vendor management, financial coordination, meeting administration, and event logistics to ensure smooth legal operations across JLL India entities.

Key Responsibilities

1. Vendor Payment Management

• Manage end-to-end payment lifecycle for external law firms handling litigation matters
• Process and initiate payment requests through internal systems
• Track payment status and follow up with Finance, Accounts, and payable teams
• Coordinate invoice corrections with vendors (dates, entity names, GSTIN, PAN)
• Ensure GST compliance before processing invoices
• Manage vendor registration and activation in systems
• Request chartfield amendments for vouchers as needed

2. Financial Provision Coordination

• Request and compile monthly financial provisions from all business units (JLLBO, Brightstone, JLLIFM, JLLPCE)
• Ensure compliance with deadlines, formats, and approval requirements
• Manage both mid-month and year-end provision cycles
• Submit monthly provision statements with supporting documentation to Finance
• Coordinate year-end closure provisions

3. Meeting Administration

• Distribute Minutes of Meeting MoM for Legal Compliance team reviews
• Follow up on action items and secure sign-offs from relevant stakeholders
• Coordinate review cycles and updates

4. Event Travel Coordination

• Organize corporate events, including the India Legal Summit
• Arrange transportation and travel logistics for senior leadership
• Manage cab bookings for Legal Compliance team travel

5. Additional Responsibilities

• Process corporate credit card payments
• Support recruitment activities for the Legal team
• Coordinate Legal team marketing initiatives with external platforms and internal MarCom

Required Skills Competencies

• Strong organizational and multitasking abilities
• Excellent follow-up and stakeholder management skills
• Attention to detail, especially in financial and compliance documentation
• Proficiency in MS Office and internal financial systems
• Effective written and verbal communication
• Ability to work independently and manage multiple deadlines

Desired Qualifications

• Education: Graduate or professional certification in Office Administration
• Experience:
  • Prior 3-5 years experience in professional services environment
  • Exposure to supporting senior leadership teams
  • Experience working in multi-entity or matrix organizations
• Technical Skills:
  • Knowledge of procurement and vendor onboarding processes
  • Experience with ERP systems (SAP, Oracle, or similar)
• Specialized Knowledge:
  • Understanding of Indian GST regulations and compliance requirements
  • Familiarity with invoicing and payment structures
  • Knowledge of financial provision and accrual processes
  • Soft Skills:
    • Proficiency in English with excellent verbal and written communication skills
    • Ability to adopt AI technologies and automation
    • Willingness to travel within India for official work
    • Proactive problem-solving approach
    • Ability to anticipate needs and work with minimal supervision
    • Strong relationship-building skills across cross-functional teams
    • Event management and logistics coordination experience

  Location

  Gurgaon

  Scheduled Weekly Hours

  40

  Disclaimer

  Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.