Executive Assistant - Talent Services (EMEA)

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI); Taguig; Hybrid; PHP 600,000 - 1,000,000; Full time

Job summary

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI) seeks an experienced Executive Assistant to support senior executives in a dynamic, hybrid environment in the Philippines. You will manage calendars, travel, correspondence, and meeting logistics across time zones.

The role requires handling confidential information with discretion, preparing reports and presentations, and coordinating with internal teams and external partners to ensure seamless operations.

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• 5–7 years EA experience supporting high-level executives.
• Strong time-management and communication skills across platforms.
• Proven ability to handle confidential information discreetly.

Responsibilities

• Provide senior-level executive administrative support.
• Coordinate complex scheduling and calendar management.
• Manage executive inbox and correspondence.
• Arrange travel logistics (visas, flights, accommodations) and activities.
• Prepare materials for meetings, agendas, minutes, and presentations.
• Manage expenses and reimbursements; create expense reports.
• Conduct research and prepare executive-level reports and presentations.
• Organize and maintain documents and files for easy retrieval.
• Assist with special projects to support executives’ objectives.
• Safeguard confidential information with discretion.
• Build and maintain relationships with executives, colleagues, and stakeholders.
• Adapt to changing priorities and deadlines; support the EA network.

Skills

Time management

Communication

Discretion

Multi-time zone coordination

Hybrid work readiness

Tech savvy

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Adobe Acrobat

Webex

Workday

PeopleSoft

Job description

Key Purpose

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 the central point of contact, filtering information, and managing executive’s workflow, the Executive Assistant manages the executive's schedule, handle correspondence, prioritizes 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 and maintaining 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.

JOB DESCRIPTION

Job Responsibilities

• Provide Senior-Level executive administrative support.
• Coordinate complex scheduling and calendar management.
• Manage and monitor executive inbox and correspondence.
• Manage travel logistics (visa/entry permits, flights, accommodations, other transportation needed) and activities.
• 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.
• 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.
• Assisting with various special projects and assignments to support the executive’s business objectives.
• Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
• Develop, build, and maintain effective working relationships with the executive, colleagues, and internal and external stakeholders.
• Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.
• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
• Adhoc duties but not limited to (i.e. arranging IT support, arranging signing of key documentation, assisting new joiners etc.).

To Apply you need to have

• Bachelor’s degree or equivalent experience is strongly preferred.
• At least 5-7 years of executive assistant experience supporting high-level executive (In-Country, Regional, or Global)
• Strong time-management skills and ability to organize multiple ongoing activities.
• Ability to handle multiple executives across multiple time zones.
• Amenable to hybrid work set-up.
• Proven ability to handle confidential information discreetly in a diplomatic manner.
• Unflappable, flexible, and can overcome a learning curve quickly.
• Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.).
• Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat, Webex, Workday, PeopleSoft, etc.