Sr. Executive Assistant

Provide high-level operational support in a fast-paced environment for two C-Suite Executives as well as facilitating successful collaboration amongst members of the Regional Leadership Team for the different divisions within the client organization and with their counterparts in Europe.

Performs administrative duties for executive management and enhances executive's effectiveness while representing the executive to others.

• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials.
• Works closely with the executives to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc.
• Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner.
• Manages invoices, assuring that goods/services have been received, and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required.
• Develops procedures for creating and maintaining files and records.
• Reviews corporate communications, identifying and recommending actions required.
• Collects and organizes input from Leadership team.
• Makes complex travel arrangements for domestic and international travel. Manages travel planning and expense reporting for the team.
• Screens incoming calls/visitors and correspondence, responding independently when possible.
• Any and all other duties as assigned
  
  

Sensitivity to confidential matters may be required and this individual has an obligation to ensure administrative tasks are performed consistent with JLL’s Code of Business Ethics

Areas of Responsibility

Calendar and Travel Management

• For multiple Executive level employees, identify and resolve calendar conflicts, coordinate with other Executive Assistants to optimize complex scheduling and travel.
  
  

Typing, File and Information Management

• Establish and maintain record keeping and filing systems, sort and file correspondence and records.
• Type and design general correspondence and memos. Proofread for accuracy and format. Responsible for accuracy and clarity of final product.
  
  

Meeting Management

• Anticipate meeting needs consistent with Executive's calendar, and finalize arrangements for space, food and other accommodations, and finalize arrangements.
• Work independently and within a team on special nonrecurring and ongoing projects.
  
  

Expense Management

• Review and evaluate submitted expenses to determine appropriate cost centers.
• Process expense reports in a timely manner and in accordance with firm policy.
• Escalate issues re questionable expenses.
• Research and resolve complex expense problems
  
  

Communications Management

• Organize incoming communications and redirect consistent with Executive regular practice; escalate incoming communications that require more immediate attention.
• Sort and distribute mail and draft written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information.
• Discretion in use and access to information - may be flagged and placed under a non-disclosure agreement.
  
  

Qualifications

• 7 years supporting executive level roles
• Advanced Microsoft Office applications; PeopleSoft Expense proficiency; On-line schedulers for travel and booking
• Experience in corporate culture and professional demeanor.
• Strong communication and interpersonal skills