Executive Assistant

Jones Lang LaSalle Incorporated; Pune District; On-site; INR 600,000 - 840,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Pune, India seeks an Executive Assistant to manage calendars, travel, meetings, and complex administrative tasks for senior executives. You will coordinate intricate travel itineraries, prepare proposals and presentations, and liaise with internal and external stakeholders to ensure smooth operations.

The role requires excellent English communication, strong organizational skills, and the ability to work under pressure in a fast-paced, global environment.

Qualifications

• 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
• 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

Responsibilities

• Manage executives' calendars, coordinate meetings and events, and handle travel arrangements
• Prepare and review non-routine correspondence and presentations
• Coordinate travel documentation and visa procedures as needed
• Coordinate with internal/external suppliers and cross-functional teams for meeting logistics
• Screen and sort mail, identify actions and follow up
• Provide telephone support and act as executives' representative for calls
• Maintain voicemail and email distribution lists and manage diary activity
• Develop relationships with executives' clients and their assistants
• Liaise with the executives' organization and manage non-routine tasks
• Ensure confidentiality and discretion in handling sensitive information

Skills

Calendar management

Travel management

Meeting & events coordination

Time & expense submission

Executive support

English communication

Diary management

Interpersonal skills

Proactive

Tools

Microsoft Office

Job description

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 people and 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.

Executive Assistant Work Dynamics

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

Required Skills & Qualifications

To apply you need to be:

• 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
• 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

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Keep your ambitions in sight and imagine where JLL can take you...

Location: On-site – Pune, MH

Scheduled Weekly Hours: 48

About JLL

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’re pursuing.

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.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities see a brighter way.

Brand Information

JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.