Global Executive Admin

hace 3 semanas

Heredia, Costa Rica JLL A tiempo completo

JLL supports the Whole You, personally and professionally.

This role is to provide exceptional Executive Assistant (Global GREF Leadership Team Coordinator) support to the Global Account Director and five other Global Function Directors’ for our largest Global client account teams. This is an exciting, varied and high-profile role within a core part of our JLL business. The ability of the Executive Assistant to anticipate and pre-empt the requirements of the Lead Director, with a proven ability to efficiently manage a busy and complex diary of commitments is essential.
What this job involves
Timely and efficient diary management for the Global Account Director and Global Function Directors, to include: coordinating diaries, arranging leadership team and executive meetings & conference calls Globally. It is imperative that the Lead Director’s time is carefully and thoughtfully managed.
Coordinate and support Global leadership meetings, including creating/organizing agendas creating or proofing/formatting slide decks, and hosting presentations.
Assists in proofreading/formatting white papers
Own and maintain global organizational charts
Maintain and track Global team goals
Smartsheet expert - creates, owns, and manages various smartsheets for the Global Account Director and Leadership Team
Management of various internal and client-facing web pages, including formatting, data entry and coding, and maintaining data integrity and fielding inquiries
Management of document and file storage, including providing or restricting access to confidential items
Management of Global distribution lists
Organizing national and international travel including meeting and transport arrangements, confirming accommodation and producing detailed itineraries often of a complex nature.
Arrange for off-site events (e.g. client/team dinners)
Discreet handling of sensitive and confidential information.
Provide a wide range of administrative support to include production of correspondence, reports, presentations and documents of a high quality in preparation for executive meetings.
Manage and process expense claims for Global Directors.
Develop and maintain effective working relationships with clients and internal colleagues across the account team and wider JLL business.
Support development of best practice across the account’s operations support team.
TAT ASM provides supplemental technology access tool support globally, including troubleshooting issues, and providing access to various platforms and tools
All other duties as required to assist our global directors.
Every day is different, and in all these activities, we’d encourage you to show your ingenuity.

Experience of providing Executive Assistant support to Senior Directors / leaders in a corporate and fast-moving environment.
Assisting in a commercial real estate experience would be advantageous.
Experience of dealing with and ensuring the integrity of highly sensitive and confidential information.
Experience of working in or liaising with international offices would be advantageous.
Advanced MS Word, MS Excel, MS PowerPoint, MS Outlook, Smartsheets.
Knowledge and keen interest of latest technology and software
Ability to anticipate and pre-empt the requirements of the Global Account Director, with an ability to efficiently manage their time and commitments.
Ability to work independently with mínimal supervision, making decisions where necessary.
Uses appropriate judgement when responding to the needs of senior executives both internally and externally.
Demonstrates personal accountability, ownership and an ability to work effectively under pressure.
Excellent spoken and written English communication skills.
Workday experience would be beneficial though not essential.
Team player who deals effectively with colleagues and clients and who has the ability to establish good relationships with both.
Ability to prioritize workload, attention to detail and willingness to complete projects in a timely and efficient manner.
Some analytical ability is required in order to gather and summarize data for reports and to find solutions to various administrative issues.
A thoughtful and positive attitude is essential as is a genuine enthusiasm for the work that will be undertaken.

**Adopts a flexible approach to work**: from time to time early starts and late finishes will be necessary in order to fulfil the duties of this role.
What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

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