Specialist - Executive Assistant

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

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 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.

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.

To apply, you need to have:

• Bachelor’s degree or equivalent experience is strongly preferred.


• Over 3 years of executive assistant experience supporting high-level executive (In-Country, Regional, or Global)


• 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.).


• 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, etc.


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


• Exceptional attention to detail.


• Strong diary management skills.


• Extensive experience with travel and accommodation booking.