at Jones Lang LaSalle in Chicago, Illinois, United States
Job Description
We are currently seeking an Executive Assistant (EA) to support our CFO, Markets Advisory and team. This role will be responsible for administrative support and will play a key role in the successful growth of our business. Key priorities will include calendar management, meeting set up, coordinating travel and managing expenses. Prior experience in an Executive Assistant role is required.
The Responsibilities
This critical and highly visible role will have direct interaction with the senior leaders of our finance organization, including our Global CFO. Sensitivity to confidential matters is required. Responsibilities include:
Provide senior level executive administrative support
Anticipate meeting needs including reviewing & securing options for space, technology needs, food and beverage service, providing guest access to the building, hosting arrivals
Organize and distribute global financial communications
Manage and plan complex travel across time zones - both domestic and international
Provide calendar management support including, highlighting calendar conflicts and executing recommended resolutions
Collaborate with the support team on all day-to-day office activities
Ensure the executives are prepared for meetings - securing all materials in advance
Prepare documents, proofreading for accuracy and making recommended changes after others review
Host and provide support to visiting executives
Support HR & Recruiting with candidate interviews, schedules, onboarding and out-processing using Workday
Liaise regularly with Enhanced Support Technology Team, Food & Beverage Services, Facilities Team, Reception, Document Center
Provide EA backup support for Finance Leaders
Plan team meetings including F&B needs
Other tasks as assigned
Attributes
Dealing with Ambiguity - effectively cope with change by shifting gears comfortably, acting without having the total picture, and handling risk and uncertainty comfortably
Planning and Organizing - ability to establish course of action to accomplish goals and evaluate results, develop schedules and task/people assignments, orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficiently
Anticipation of Critical Needs - ability to successfully anticipate the requirements for future events without being directed or told what is needed
Interpersonal Savvy - relate well to all kinds of people inside and outside of the organization with diplomacy and tact.
Quick Learner - ability to learn quickly when faced with new problems and challenges
Self-Starter - able to start and complete projects independently
Time Management - use time effectively and efficiently and with a sense of urgency
Written/Oral communications - superior ability to speak and write clearly and concisely
Stakeholder focus - dedicated to exceeding manager's expectations, ensuring excellence in delivery are achieved through the right solution
Qualifications
7+ years of experience in an executive support role
Proven ability to handle confidential information discreetly in a diplomatic manner
Previous experience in an Executive Assistant role at a large, global firm is strongly preferred
Advanced Microsoft office product knowledge (Excel, Word, PowerPoint, and Outlook) required
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
