Executive Assistant

Overview

JLL empowers you to shape a brighter way
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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 people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

The Opportunity

We seek an Executive Assistant to support our Global Chief Human Resource Officer and Americas Head of Human Resources. This role will prioritize projects to meet deadlines in a fast-paced, team-oriented environment. This position is based at our Chicago, IL headquarters and requires a proven track record of successfully supporting C-Suite-level executives.

Positions in this class differ from other non-executive assistant classes in that the duties and responsibilities are more varied, technical, complex, professional, and confidential, and involve a higher degree of initiative and independence and more knowledge of the policies and procedures of functions and operations. Incumbents perform various executive administrative duties and office coordination, requiring technical skills, judgment, and initiative over multiple situations and alternatives.

Confidentiality, tact, and courtesy are imperative for the position in handling HR matters.

This critical role is responsible for leading administrative duties and enhancing the executives  effectiveness by providing information management support and representing the executive to internal and external stakeholders. Responsibilities may include screening calls, managing calendars, making travel plans, meeting, and event arrangements, and preparing reports. Sensitivity to confidential matters is required.

• Works independently and proactively and uses sound judgment skills daily.
• Compose correspondence for CHRO signature.
• Prepare appropriate written responses to incoming correspondence.
• Provide leadership as necessary for office personnel; manage Admin/EA staff.
• Lead and provide calendar management and arrange travel for executives.
• Work alongside the CHRO Chief of Staff Team
• Work alongside our Global Executive Board executive assistants.
• Manage workflow projects and approve items for the CHRO.
• Analyze problems and suggest solutions.
• Onboarding assistance for new hires. Highlight calendar conflicts and make recommended resolutions.
• Maintain executive files to ensure efficient organization and ease of access. Create documents that include proofreading for accuracy and making recommended changes after others review them.
• Anticipate meeting needs, including reviewing options for space, food, and other accommodations, and finalizing arrangements. Plan and execute HR and GHR meetings and global HR Town Halls.
• Proofread complex Human Resources documents; establish and maintain complex filing systems; perform research; compile information, reports, and spreadsheets.
• Handle sensitive/confidential information requiring high discretion; analyze problems and suggest solutions.
• Provide support to staff from other departments regarding Human Resources responsibilities.
• Handle multiple projects simultaneously and meet deadlines.
• Maintain composure during demanding circumstances.
• Knowledge of operational processes, procedures, and policies.
• Ability to learn, retain, and use specific operational guidelines.

Process expense reports, allocating costs as appropriate, wire transfers, and invoices.

• Maintaining a log of supplies and equipment needs to facilitate efficient ordering and usage.
• Organize incoming communications and redirect them consistent with executives  regular practice.

• Dealing with Ambiguity: Effectively cope with change by shifting gears, acting without the total picture, and handling risk and uncertainty comfortably.
• Planning and Organizing: Ability to establish a course of action to accomplish goals and evaluate results, develop schedules and…