Administrative Assistant

Overview

Administrative Assistant - Chicago

We are currently seeking an Administrative Assistant to support the Investor Solutions Team (IST). The position is located in Chicago, IL. This vital administrative position manages daily administrative tasks, coordinates logistics, and provides project assistance to ensure timely completion of team objectives within our dynamic, collaborative workplace.

JLL empowers you to shape a brighter way forward by combining world class services, advisory and technology for our clients.

• Maintain calendars, schedule appointments, coordinate calendars, and manage travel for multiple team members
• Coordinate travel arrangements, itineraries, and expense reports and invoices for team members
• Coordinate logistics for client events, team meetings, and other gatherings
• Handle incoming communications (phone calls, emails) and direct them to appropriate team members
• Maintain team calendar of key dates, deadlines, and deliverables
• Update contact databases and client relationship management (CRM) systems with accurate information
• Prepare and format standard correspondence, presentations, reports, and other documents
• Organize and prepare materials for client meetings, presentations, and internal team sessions
• Track and follow up on action items from team meetings and client interactions
• Support the distribution of investor communications and marketing materials
• Send documents via mail, UPS or Fed Ex
• Efficiently handle executives  requests and inquiries
• Maintain and organize digital filing systems for team documents and records
• Order supplies and submit equipment requests for team members
• Provides backup coverage for other areas as needed
• Handles any other miscellaneous duties as requested

• Associate's degree or higher; business administration preferred
• 5-10+ years of administrative experience, preferably in a professional services environment
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with scheduling, calendar management, and meeting coordination
• Basic understanding of office procedures and administrative processes
• Excellent organizational skills and attention to detail
• Professional communication skills, both written and verbal
• Ability to maintain confidentiality with sensitive information
• Basic knowledge of document management and filing systems
• Strong time management and self-motivation abilities
• Ability to multi-task in a fast-paced environment, working within a team structure and independently
• Customer service orientation with friendly, helpful attitude
• Critical thinking to analyze problems and develop and implement practical, effective solutions

• Organizational efficiency and time management
• Attention to detail and accuracy
• Professional communication and interpersonal skills
• Proactive and solution-oriented mindset
• Adaptability and flexibility in a fast-paced environment
• Basic technology aptitude and digital tools proficiency
• Discretion and confidentiality
• Team-oriented and collaborative approach

• Estimated total compensation:
• Join an industry leader and shape the future of commercial real estate
• Deep investment in cutting-edge technology
• Comprehensive and competitive benefits plan
• Support for growth and development opportunities
• Opportunity to advance your career from within

Estimated total compensation for this position: 70,000.00 – 70,000.00 USD per year

Location: On-site – Chicago, IL

Equal Opportunity Employer. We are committed to providing reasonable accommodations to applicants with disabilities during the recruitment process. See our Equal Employment Opportunity policy for details.