Job Description - Executive Assistant
We are JLL. Our operations are spread across 16 countries in Asia Pacific and staffed by over 40,000 employees. It’s no surprise that our Regional Executives need support! Managing their time and location is a full time responsibility for any energetic and experienced support professional.
In this role, you will support our senior executives. Based out of our Singapore location, you will be a key part of the team providing a broad range of support and enablement.
What this job involves:
Controlling the Schedule
Have you supported C-suite individuals in managing their schedules, travel plans, and meetings? With responsibility for the itinerary and calendar, you will be the go-to person when stakeholders need access to the Executives. You will need to have an iron grip on the diaries of the senior leadership to ensure the Executives aren’t overwhelmed.
The Executives’ travel plans will be your responsibility too. Transport will need to be organised, visas achieved, accommodation booked and client entertainment accounted for – all within budget and time lines.
Meetings and their Management
Meetings, workshops, events – how much can you handle? Unsurprisingly, our leaders have a lot of them! You will need to understand how to prioritise these events; setting expectations to ensure deadlines and deliverables are met.
In addition, you will need to make sure the meetings, workshops and events are well prepared and conducted. “Is the right technology and materials available? Is there a set agenda? Who will take the minutes?” – It’s these types of questions that you will need to be able to answer.
Hosting our Guests
How well do you host? Overseas visitors regularly come to meet with our Executives. Instinctively, you will understand the importance of a positive guest experience in maintaining strong business relationships. Embracing this ethos, you will ensure all of their needs are catered for, including securing meeting rooms, hotels, transfers, and so on.
How well do you work in a team? In this role, you will work closely with other Executive Assistants to ensure a number of administrative tasks are completed. Included in this are the coordination of signatories to legal documents, sourcing office supplies and ensuring the office environment is maintained in line with our policies & procedures. You’ll also help with the on-boarding of new team members within our leaders business units.
Sound like you? To apply, you need to be:
Knowledgeable and experienced
You should have a relevant Diploma and experience of working with a department head in a large international organisation. IT skilled and any experience or certification in other presentation related software applications or systems would go a long way.
Your proactive nature means you will need little management oversight. You are also able to adapt to a multi-cultural and team-oriented environment.
A positive thinker and strong communicator
Are you a confident, energetic and customer-oriented? Can you interact with stakeholders across all levels? A great match for this job would be someone who has a well-presented, approachable manner as well as superb written and spoken English communication skills.
You have the ability to work under pressure, multi-task and meet tight deadlines in a fast-paced environment. You are meticulous with an ‘eye’ for detail, positive and solution orientated. You are somebody who is calm and we can trust to handle confidential and sensitive information with discretion. Clear written and verbal communication skills across a variety of mediums is a must.
Having worked with other senior leadership, you will understand the necessity of managing workloads outside of normal office hours. Accessibility is key to these individuals and you will be ready to provide professional support at all times.
What we can do for you:
At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.
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