Executive Assistant (Night Shift)

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI); Taguig; On-site; PHP 600,000 - 900,000; Full time

Job summary

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI) is seeking an experienced Executive Assistant to provide comprehensive support to senior leaders, manage calendars, travel, and correspondence, and safeguard confidentiality.

You will coordinate meetings across multiple time zones, prepare reports and presentations, handle expenses, and assist in events while collaborating with a global EA network and internal stakeholders. Strong MS Office and presentation tools are preferred.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 3+ years of executive assistant experience supporting high-level executives.
• Ability to handle confidential information discreetly and diplomatically.
• Strong communication across multiple platforms and time zones.
• Proficiency with standard office software and presentation tools.

Responsibilities

• Provide senior-level executive administrative support.
• Schedule and manage calendars and travel across time zones including flight bookings and visa requirements.
• Draft and prepare executive-level correspondence and documents.
• Coordinate materials for meetings and ensure smooth logistics.
• Manage expenses and reimbursements with accuracy and timeliness.
• Assist in planning corporate events and conferences.
• Prepare executive reports and presentations with confidentiality.
• Organize and maintain documents for easy retrieval.
• Collaborate with global EA network and cover for colleagues as needed.
• Develop professional relationships with clients and colleagues.

Skills

Senior-level support

Calendar management

Travel coordination

Communication skills

Gatekeeper / discretion

Cross-team collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Adobe Acrobat

Bluebeam

Webex

Zoom

InDesign

Mural/Miro

Smartsheet

Job description

About the role

The key purpose of an Executive Assistant is to provide comprehensive support to high-level executives and ensure the smooth functioning of their daily operations. Acting as a gatekeeper, the Executive Assistant manages the executive's schedule, prioritizes appointments, and coordinates meetings, anticipating their needs and ensuring they have everything required for successful engagements. Additionally, they oversee the organization and flow of information, maintaining effective communication channels with various stakeholders, including internal teams, clients, and external partners. An Executive Assistant assists in preparing reports, presentations, and other relevant documents, ensuring accuracy and confidentiality. They are adept at problem-solving, collaborating with different departments, and handling sensitive and confidential information with the utmost discretion. Ultimately, an Executive Assistant plays a vital role in enhancing the productivity and effectiveness of executives, allowing them to focus on strategic decision-making and maintaining a well-organized and efficient work environment.

Key responsibilities

• Provide senior-level executive administrative support

• Schedule and manage calendars and travel arrangements across varying time zones including flight bookings, accommodations, securing ground transportation, and visa/permit requirements

• Draft and prepare executive-level correspondence including emails, presentations, reports, and miscellaneous correspondence on behalf of the executive team

• Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings

• Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement

• Assist in planning and coordinating corporate events, conferences, retreats, and other special occasions

• Conduct research, gather data, and prepare executive-level reports, documentation, and presentations

• Organize and maintain documents and files ensuring ease of access and retrieval of information

• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence or workload challenges

• Develop and maintain effective working relationships with clients and colleagues

About you

• Bachelor's degree or equivalent experience strongly preferred

• Over 3 years of executive assistant experience supporting high-level executives

• Proven ability to handle confidential information discreetly in a diplomatic manner

• Unflappable, flexible, and able to overcome a learning curve quickly

• Extremely strong communication skills on multiple platforms and mediums

• Excellent presentation skills with familiarity in InDesign, Mural/Miro, and/or Smartsheet an advantage

• Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat and/or Bluebeam, Webex, Zoom

• Ability to work across multiple time zones and flexible in work schedule

• Exceptional attention to detail

• Strong diary management skills and extensive experience with travel and accommodation booking