Global Executive Assistant | Calendar & Travel Maestro

JLL; Taguig; On-site; PHP 500,000 - 750,000; Full time

Job summary

JLL Philippines is seeking an Executive Assistant to provide comprehensive support to senior executives, manage schedules, travel, and gatekeeper duties across time zones. The role also includes coordinating meetings, preparing reports and presentations, handling confidential information, and collaborating with internal teams and external partners.

The ideal candidate has a Bachelor’s degree and 3+ years of EA experience, strong communication, discretion, and the ability to work across multiple

Qualifications

• Bachelor’s degree or equivalent experience is strongly preferred.
• Over 3 years of executive assistant experience supporting high-level executives.
• Proven ability to handle confidential information discreetly.

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 (if required).
• Draft and prepare Executive-Level correspondence including emails, presentations, reports, and any other 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.
• Assisting with various special projects and assignments to support the executive’s business objectives.
• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
• Develop and maintain effective working relationships with clients (externally) and colleagues (internally).
• Ad hoc duties but not limited to (i.e. arranging IT support, arranging signing of key documentation, assisting new joiners etc.).
• Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
• Build and maintain positive relationships with internal and external stakeholders.
• Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.

Skills

Calendar management

Travel coordination

Vendor liaison

Communication skills

Document preparation

Discretion

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Adobe Acrobat

Webex/Zoom

Job description

JLL Philippines is seeking an Executive Assistant to provide comprehensive support to senior executives, manage schedules, travel, and gatekeeper duties across time zones. The role also includes coordinating meetings, preparing reports and presentations, handling confidential information, and collaborating with internal teams and external partners.

The ideal candidate has a Bachelor’s degree and 3+ years of EA experience, strong communication, discretion, and the ability to work across multiple