CEO Executive Assistant - 12 Month FTC

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services advisory and technology for our clients. We are committed to hiring the best most talented people and empowering them to thrive grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Location - London

12 Month - Fixed Term Maternity Cover contract.

Essential Duties and Responsibilities

Diary Management:

• Full diary management for the EMEA Work Dynamics CEO. Working across multiple time zones ensuring a proactive/ forward planning approach to enable preparation and travel time is considered. Proactively anticipate scheduling conflicts and coordinate with internal and external stakeholders to resolve efficiently and in a timely manner.
• Schedule internal and external meetings liaising with internal and external stakeholders working on your own initiative and taking a proactive approach to ensure meetings are scheduled in line with the Directors priorities and key clients.
• Proactive and forward-thinking approach in ensuring current and future meetings have locations/JLL rooms for meetings and breakfast/lunch/dinner engagements.
• Building strong working relationships with EAs across JLL and client offices

Inbox Management:

• Regularly monitor and review the designated inboxes implementing an inbox management system to promptly attend to incoming emails prioritising urgent messages and flagging and drafting responses for those requiring immediate attention
• Maintain a well organised inbox by creating and managing folders tags and filters to categorise emails based on topics urgency and priority. Implement effective email filing systems to ensure easy retrieval and reference.
• Assess the urgency and importance of each email categorising them accordingly and routing them to the appropriate parties for response or action. Identify emails that require the direct attention of the CEO or CEO office and escalate accordingly.
• Respond to incoming emails on behalf of the CEO as directed drafting replies that are clear concise and professional.
• Collaborate with internal stakeholders to gather relevant information and input for email responses seeking necessary approvals and clarifications. Facilitate effective communication between Senior Directors and other team members.

Travel Management

• Arrange and book travel accommodation and detailed itineraries.
• Ensure the travel plans align with meeting schedules and objectives.
• Ascertain finding the most cost effective and sustainable options in line with JLL T&E policy to ensure the most cost effective and sustainable travel is booked where possible.

Team Management

• Build a best in class EA network across EMEA Work Dynamics which is connected into the wider JLL business
• Supports career plans and identifying learning and development opportunities
• Provides resource management to appropriate cover for any absences so business needs are always met

Communication Coordination

• Work closely with the Chief of Staff and comms team to ensure effective communication across the business.
• Supports the planning of all board meetings extended leadership team meetings and townhalls
• Ensures any scripts for the CEO are available in advance and preparation time for the CEO is in the diary

Meeting and Events Coordination

• Plan organise and schedule all CEO led meetings including booking of meeting rooms preparing meeting agendas collating relevant documents and pipelines coordinating meeting logistics and taking and distributing minutes.
• Follow up on action items and ensure their timely completion.
• Support organising team events obtaining relevant approvals and seeking cost effective options. Maintain a list of attendees and final costs etc. Ensures events run smoothly.

Expenses & Invoices:

• Implement the JLL T&E process by ensuring receipts are obtained and submitted on a timely basis be link point between expenses processing hub and relevant teams and help resolve queries raised by the T&E team.
• Review and authorise expenses on behalf of the CEO raising necessary queries with stakeholders.
• Approves invoices inline with the DoA process

Document production:

• Formatting and processing documents to be sent to clients and preparing high quality slide decks for board meetings and department wide review meetings using Word and PowerPoint
• Developing and maintaining effective working relationships with clients and colleagues in particular other assistants to senior JLL staff across the business.
• Discreet handling of sensitive and confidential information.
• Proactively contribute and work collaboratively with other Business Support Administrators to provide effective cover when required to ensure senior teams have suitable support.
• You may be required to undertake other duties from time to time as we may reasonably require.

General team support including:

• Proactively carrying out administrative tasks for on-boarding and leavers working closely with IT onsite facilities teams and HR for effective setting up of IT (equipment & systems) security access lockers and support on using JLL systems and applications
• Monitor business support issues such as IT tickets HR queries mandatory training completion etc.
• General office duties including maintaining accurate electronic filing archiving document scanning post and courier etc.

Skills & Experience

• Experience as EA senior leaders
• Experience in leading managing and transforming teams
• Experience with large multinational corporate environment
• Experience with fast paced ever-changing environment
• Excellent verbal and written communication skills
• Ability to work independently with minimal supervision
• Ability to prioritise and remain calm under pressure
• Proficient knowledge of technology / IT applications i.e. Word Excel PowerPoint Teams SharePoint
• Understands and appreciates the importance of using discretion and keeping confidentiality
• Uses appropriate judgement when responding to the needs of senior level executives both internally and externally.
• Always proactive flexible taking initiative and actions.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table! If you require any changes to the application process please email or call 44(0) to contact one of our team members to discuss how to best support you throughout the process. Please note the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

JLL Privacy Notice

Jones Lang LaSalle (JLL) together with its subsidiaries and affiliates is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLLs recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.