Specialist - Executive Assistant (US)

JLL; Taguig; On-site; PHP 391,000 - 670,000; Full time

Job summary

JLL is seeking an Executive Assistant to provide comprehensive support to senior executives, manage calendars, coordinate meetings across time zones, arrange travel, visas, and prepare reports and presentations. The role also involves safeguarding confidential information, drafting executive correspondence, and liaising with internal teams, clients, and external partners to ensure smooth operations.

The ideal candidate has 3+ years of EA experience, exceptional communication, adaptability, and

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• 3+ years of executive assistant experience supporting high-level executives.
• Ability to handle confidential information discreetly.
• Flexible, adaptable and quick to learn.
• Strong written and verbal communication across platforms.

Responsibilities

• Provide senior-level executive administrative support.
• Schedule and manage calendars and travel across time zones including flight bookings and visas.
• Draft executive-level correspondence including emails, reports, and presentations.
• Coordinate materials for meetings and ensure smooth logistics.
• Manage expenses and reimbursements.
• Assist in planning corporate events and conferences.
• Prepare executive-level reports and presentations.
• Organize and maintain documents for easy retrieval.
• Support special projects and cross-functional collaboration.
• Collaborate with global EA network and cover colleagues as needed.
• Build relationships with internal and external stakeholders.
• Handle ad hoc duties and safeguard confidential information.
• Adapt to changing priorities and deadlines with composure.

Skills

Diary management

Communication skills

Discretion

Time zone coordination

Presentation skills

Adaptability

Attention to detail

Travel planning

Education

Bachelor’s degree or equivalent experience

Tools

MS Office

InDesign

Mural/Miro

Smartsheet

Webex

Zoom

Adobe Acrobat

Bluebeam

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.

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.