Executive Assistant

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI); Manila; On-site; PHP 502,000 - 837,000; Full time

Job summary

Jones Lang LaSalle is seeking an Executive Assistant/Team Assistant to provide dedicated administrative support to the Regional HSSEQ Lead and leadership team in APAC. You will manage complex calendars, organize governance meetings, prepare decks, and coordinate cross-country communications across APAC time zones from the Philippines.

This role emphasizes enabling leaders to focus on governance, risk, and stakeholder engagement, rather than routine admin.

Qualifications

• 3+ years as an Executive Assistant, Team Assistant, or Personal Assistant supporting senior leaders, ideally in a matrixed/regional organization.
• Experience supporting multiple stakeholders across different time zones preferred.
• Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, SharePoint); familiarity with task/planner tools (e.g. Microsoft Planner) a plus.
• Demonstrated PowerPoint proficiency—able to review existing decks and briefing packs and make formatting corrections; not required to design decks from scratch.
• AI tool proficiency—hands-on work with AI assistants (e.g. ChatGPT, Claude, Copilot) for drafting, summarizing, research, or scheduling.

Responsibilities

• Calendar & Meeting Management: Manage complex, multi-time-zone calendars and coordinate governance meetings.
• Action & Follow-Up Tracking: Maintain action item trackers and chase owners for status updates.
• Documentation & Reporting Support: Take minutes, assemble decks and briefing packs, maintain SharePoint/OneDrive repositories.
• Stakeholder & Communications Coordination: Draft routine communications and coordinate data collection across teams.
• Administrative & Operational Support: Travel booking, budget support, onboarding/offboarding logistics, and general admin.

Skills

Executive support

Calendar management

MS 365

PowerPoint

AI tools

Stakeholder coordination

Tools

SharePoint

OneDrive

Microsoft Planner

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 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.

Reports to: Regional Quality, Compliance & HSSE Lead, APAC

Team: APAC HSSEQ (HSSE, QRC, JCAP, Auditing, RBA Business Assurance)

Location: Singapore (supporting APAC time zones)

Purpose of Role

Provide dedicated administrative and coordination support to the Regional HSSEQ Lead and the wider HSSEQ leadership team, enabling them to focus on governance, risk, and stakeholder engagement rather than administrative overhead. This is not a technical HSSE role - the person supports the team and does not need HSSE subject-matter expertise.

Key Responsibilities

Calendar & Meeting Management

• Manage complex, multi-time-zone calendars across APAC stakeholders (REMS APAC CEO, COO WPM/PM, Engineering, Legal, HR)
• Schedule, prepare agendas for, and coordinate recurring governance meetings (e.g. QRC reviews, HSSE leadership calls, audit planning sessions)
• Book meeting rooms/virtual platforms, manage logistics for larger forums (town halls, training sessions, workshops)

Action & Follow-Up Tracking

• Maintain a live action item tracker across meetings and workstreams; chase owners for status updates
• Flag overdue or at-risk items to the Lead proactively rather than waiting to be asked
• Support tracking of deliverables tied to audits, incident investigations, and platform rollouts (e.g. WorkSafe adoption milestones)

Documentation & Reporting Support

• Take and distribute minutes for leadership meetings
• Format, proofread, and assemble decks, reports, and briefing packs (PowerPoint, Word, Excel), including reviewing existing decks and making formatting corrections as needed
• Maintain document repositories (SharePoint/OneDrive) with version control and access hygiene

Stakeholder & Communications Coordination

• Draft and distribute routine communications (meeting invites, reminders, status updates) on behalf of the Lead
• Coordinate with country-level reporters and regional teams for data collection deadlines
• Manage distribution lists and org/people directory lookups

Administrative & Operational Support

• Travel booking and expense processing for the Lead and leadership team
• Support budget administration tasks (e.g. compiling data for finance review decks)
• Onboarding/offboarding logistics support for team members
• General ad hoc admin as required by the leadership team

Qualifications & Experience

• 3+ years as an Executive Assistant, Team Assistant, or Personal Assistant supporting senior leaders, ideally in a matrixed/regional organization
• Experience supporting multiple stakeholders simultaneously across different time zones preferred
• Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, SharePoint); familiarity with task/planner tools (e.g. Microsoft Planner) a plus
• Demonstrated PowerPoint proficiency — able to review existing decks and briefing packs and make formatting corrections (alignment, consistency, typos, layout fixes) as needed; not required to design decks from scratch
• AI tool proficiency — able to demonstrate prior hands‑on work experience using AI assistants such as ChatGPT, Claude, Microsoft Copilot, and/or JLL Pulse for tasks like drafting, summarizing, research, or scheduling support (not just casual/personal use)
• No HSSE background required — training on relevant systems (e.g. WorkSafe) will be provided

Key Attributes

• High discretion and judgment handling sensitive information (incident data, investigations, HR-adjacent matters)
• Proactive and able to anticipate needs rather than wait for instructions
• Comfortable managing ambiguity and shifting priorities
• Strong written communication for drafting on behalf of leadership
• Cross-cultural sensitivity given APAC-wide stakeholder base

Location

On-site -Taguig, Philippines

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'repursuing.

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