SME - Executive Assistant (EMEA)

JLL; Taguig; On-site; PHP 1,000,000 - 1,300,000; Full time

Job summary

JLL is seeking a Senior Executive Assistant to provide comprehensive support to the executive team in Manila. The role involves complex calendar management, multi-time zone travel arrangements, and preparation of executive-level correspondence, reports and presentations.

The ideal candidate will have 2–3 years in an EA role, strong communication skills, and proficiency with Microsoft Office and collaboration tools. This position requires discretion and adaptability across demanding priorities.

Qualifications

• Bachelor’s degree or equivalent experience strongly preferred.
• 2–3 years of executive assistant experience supporting high-level executives.
• Ability to handle confidential information discreetly in a diplomatic manner.
• Strong written and verbal communication across multiple platforms.
• Excellent presentation skills with familiarity in InDesign, Mural/Miro or Smartsheet an advantage.
• Tech-savvy and proficient with Microsoft Office, Adobe Acrobat and collaboration tools such as WebEx/Zoom.
• Ability to work across multiple time zones and manage complex calendars.
• Exceptional attention to detail and organizational skills.

Responsibilities

• Provide Senior-Level executive administrative support.
• Schedule and manage calendars and travel across time zones, including flight bookings and visas if required.
• Draft and prepare executive-level correspondence, emails, presentations and reports.
• Coordinate meeting materials and logistics for internal and external meetings.
• Manage and reconcile expenses with receipts and reimbursement submissions.
• Plan and coordinate corporate events, conferences and retreats.
• Conduct research and prepare executive-level reports and presentations.
• Organize and maintain documents for easy access and retrieval.

Skills

Communication skills

Presentation skills

Multitasking and prioritization

Education

Bachelor’s degree or equivalent experience

Tools

InDesign

Mural/Miro

Smartsheet

Microsoft Office

Adobe Acrobat

Bluebeam

WebEx

Zoom

Job description

• 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)
• Adhoc 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

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)
• Adhoc 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

To Apply you need to have

• Bachelor’s degree or equivalent experience strongly preferred
• At least 2-3 years of executive assistant experience supporting high-level executives
• 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, videocalls, etc.)
• Excellent presentation skills with familiarity in InDesign, Mural/Miro, and/or Smartsheet an advantage
• Tech savvy and familiar working in the Microsoft Office suite, Adobe Acrobat and/or Bluebeam, WebEx,Zoom, etc.
• Ability to work across multiple time zones
• Exceptional attention to detail.
• Strong diary management skills.
• Extensive experience with travel and accommodation booking.