Sr. Executive Assistant in Chicago, IL at JLL

Date Posted: 7/8/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Chicago, IL
  • Job Type:
    Executive
  • Experience:
    Not Specified
  • Date Posted:
    7/8/2018

Job Description

Sr. Executive Assistant - Chicago, IL


What this job involves:


We are currently seeking a Senior Executive Assistant to provide executive-level support to several Executives at our headquarters office in Chicago.


The Sr. Executive Assistant must be dynamic, highly motivated, a quick thinker, possess excellent judgment and have the ability to complete tasks and projects quickly, with little to no guidance, anticipate business needs and prepare accordingly and react with appropriate urgency to situations that require a quick turnaround. The individual will be handling high level confidential information, so the successful candidate will be expected to maintain strict confidentiality and exhibit discretion and professionalism in all activities, always reflecting the values and culture of the firm.  This is a highly visible role; the individual will represent several Senior Executives and act as “the face” to the larger business population.


ESSENTIAL FUNCTIONS


Calendar and Travel Management

  • Drive, promote and coordinate annual events, leadership offsite meetings and conferences, and local committee events.  Event planning and coordination responsibilities will include securing speakers (internal and external), reviewing and negotiating contracts with hotels and restaurants, and partnership with leadership for content development.
  • Schedule appointments, coordinate calendars, and manage heavy travel schedule for assigned team, which will include proactively identifying and providing solutions for calendar conflicts.
  • Set up candidate interviews and maintain internal recruitment trackers.


Communications & Marketing Management


  • Partner with internal Marketing team to produce documents such as reports, memos, agreements and PowerPoint presentations in a timely and accurate manner.
  • Organize incoming communications and redirect consistent with Executives’ regular practices; escalate incoming communications that require more immediate attention.
  • Management of e-mail distribution lists and reports.

Operations


  • Ad hoc finance, administrative & business development functions that support the business and revenue generation within the Market.
  • Handle the tracking and renewals of brokerage real estate licenses.
  • Create and maintain operation manuals.
  • Work with leaders to help implement new technology offerings and coordinate the training necessary for each one.
  • Schedule and help plan sales trainings and contests.
  • Help on-board new hires by coordinating their trainings and other important orientations.
  • Assist and participate as needed for industry functions.
  • Proactive process improvement and innovative thinking about simplifying the business

Expense Management

  • Support expense control initiatives including, T&E audits, smart phone purchases/cost recovery, Simplify the Business, etc.
  • Prepare and execute expense reports on a regular and timely basis.

EDUCATION AND EXPERIENCE          

  • A Bachelor’s Degree is preferred.
  • A minimum of ten years in an administrative support role, preferably in real estate or banking

KNOWLEDGE, SKILLS, AND ABILITIES

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access and Outlook) is required.
  • Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people.
  • 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.
  • Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, by acting with customer in mind, establishing and maintaining effective relationships with customers, and gaining their trust and respect.
  • Business Acumen – ability to quickly understand and grasp the business; ideal candidate will have previous experience and/or a strong interest in Commercial Real Estate
  • 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.
  • Proactive – enable Account Executive to focus on client relationships and achievement of the Account Plan by efficiently handling operations of team.
  • Time Management – use time effectively and efficiently.
  • Written/Oral communications – ability to speak and write clearly and concisely.
  • Proven track record of excellent internal and external customer service.
  • Ability to work flexible hours as needed.
  • Must be detail oriented, organized, flexible, and willing to assume new projects.

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. We’ll offer you a competitive salary and benefits package.


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...


Apply today!


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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.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at
https://jll2.sharepoint.com/CorporatePolicies/HR%20Policies/Equal%20Employment%20Opportunity%20and%20Affirmative%20Action.pdf.  

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at careers@am.jll.com