Senior Executive Assistant

JLL empowers you to shape a brighter way.

Our people at JLL 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 peopleand 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.

JLL Client Team Executive Support

The Role

Were seeking an exceptional Executive Assistant to partner with our Nordics Senior Leadersa role that demands excellence resilience and strategic thinking in equal measure. This position goes beyond traditional administrative responsibilities: it sits at the intersection of executive operations high-level stakeholder engagement and strategic event orchestration across the Nordic region.

Operating in a fast-paced high-stakes environment youll manage complex priorities across multiple time zones while maintaining unwavering attention to detail and professional composure. The ideal candidate will demonstrate natural aptitude for prioritization efficiency and continuous improvementsomeone who embraces complexity refines processes proactively and thrives in demanding situations.

Key Responsibilities

Executive Partnership & Strategic Support

Act as right hand to the Nordics Senior Leaders managing commitments anticipating needs and preparing briefings and talking points. Provide comprehensive calendar management across multiple time zones taking a forward-planning approach that accounts for preparation and travel time and aligns with strategic priorities. Proactively coordinate with internal and external stakeholders to resolve scheduling conflicts efficiently while building strong relationships with Executive Assistants across JLLs global offices.

Multi-Market Portfolio Coordination

Serve as the central coordination point across multiple Nordic country offices balancing the executives time presence and priorities equitably across different regional hubs. Schedule meetings independently liaising with key clients and partners and ensuring alignment across diverse geographic markets within the Nordic region.

Urgency & Complexity Management

Navigate fast-changing environments and manage cross-border operational challenges with composure and efficiency. Serve as a central coordination point during critical situations demonstrating proven ability to manage high-pressure situations and shifting priorities while maintaining exceptional organizational standards.

Executive-Level Event & Hub Management

Lead end-to-end organization of high-profile events including executive roundtables customer engagements and industry forums. Support major local office milestones or expansions. Plan and execute senior leadership meetings with meticulous attention to detail: book meeting rooms prepare agendas collate relevant documents and pipelines coordinate logistics take and distribute minutes and follow up on action items. Support team events by obtaining approvals securing cost-effective options maintaining attendee lists tracking costs and ensuring seamless execution.

High-Level Meetings & Matrix Representation

Coordinate meetings with C-level executives acting as an ambassador of the executive office. Manage communications and alignment between local country teams Regional Operating Units and other stakeholders across the matrix organization. Build and lead a best-in-class EA network across the Nordics integrated with the wider JLL business.

Public Relations & Stakeholder Engagement

Support executives in managing relationships with external stakeholders institutions and partners. Partner closely with the Chief of Staff and communications team to ensure effective organizational communication. Support planning for board meetings extended leadership team meetings and town halls. Prepare scripts for senior leaders in advance and ensure adequate preparation time is scheduled.

Operational Excellence

Manage complex multi-time-zone calendars and coordinate intricate international travel itineraries across the Nordic region including flights accommodation ground transportation and detailed itineraries. Track cross-regional deliverables and manage expenses by implementing JLLs travel and expense processes ensuring timely receipt submission serving as liaison between the expenses processing hub and relevant teams and resolving T&E queries. Review and authorize expenses on behalf of senior leaders and approve invoices in line with Delegation of Authority processes. Ensure travel plans align seamlessly with meeting schedules while identifying cost-effective sustainable options in compliance with JLL and client travel policies.

Inbox Management

Monitor and manage designated inboxes using structured systems to prioritize urgent communications flag critical messages and draft timely responses. Maintain organized filing systems using folders tags and filters for easy retrieval. Assess urgency and importance routing emails appropriately and escalating matters requiring direct senior leadership attention. Draft professional correspondence on behalf of senior leaders and collaborate with stakeholders to gather input and secure necessary approvals.

Document Production & Confidentiality

Format and process high-quality documents and presentations for clients board meetings and departmental reviews using Word and PowerPoint. Handle sensitive and confidential information with absolute discretion while developing strong working relationships with clients colleagues and fellow assistants across the organization.

Team Leadership & Development

Support career development by identifying learning opportunities and providing resource management to ensure business continuity during absences. Provide effective cover collaboratively with other Business Support Administrators when required to ensure senior teams have suitable support.

General Team Support

Proactively manage administrative tasks for onboarding and offboarding coordinating with IT facilities and HR to set up equipment systems security access and lockers. Monitor business support issues including IT tickets HR queries and mandatory training completion. Maintain accurate electronic filing archiving document scanning postal services and courier coordination.

Required Qualifications

• 5 years of experience supporting C-level or senior executives (preferably in tech/SaaS professional services or multinational corporate environments)
• Proven ability to manage high-pressure situations and shifting priorities
• Strong experience organizing executive-level events
• Exceptional organizational skills and discretion
• Extensive international travel management experience
• Demonstrated ability to work independently with minimal supervision
• Experience managing global senior leadership meetings across multiple time zones
• Excellent written and verbal communication skills in English

Preferred Qualifications

• Strong executive presence and communication skills
• Experience in PR institutional engagement or executive communications
• Advanced proficiency with Google Workspace or Microsoft Office (including Word Excel Teams SharePoint and PowerPoint)
• Proactive independent mindset with natural ability to anticipate needs
• Analytical capability to gather and synthesize data for reports and solve administrative challenges
• Sound judgment when responding to senior executive needs internally and externally
• Flexible approach to work including early starts and late finishes when necessary
• Excellent telephone manner and interpersonal skills across diverse audiences
• Cheerful positive attitude with genuine enthusiasm for the work
• Strong team player who builds effective relationships and fosters collaboration
• Highly respected by colleagues and serves as a positive role model
• Calm under pressure with resilient composure
• Strategic thinking combined with meticulous execution
• Continuous improver who refines processes and enhances efficiency

This role offers a unique opportunity to operate at the intersection of executive operations stakeholder engagement and strategic business support across the Nordic region. If youre ready to support leadership thats shaping the future of real estate wed love to hear from you.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

At JLL we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities we analyze your application for relevant skills experiences and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role yourepursuing.

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Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process including the online application and/or overall selection process you may email us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.