Executive Assistant, Marketing

Executive Assistant, Marketing

Location: Dallas, TX (On-site, 5 days per week)
Department: Marketing
Reports to: Senior Marketing Leadership

About JLL

JLL (NYSE: JLL) is a leading professional services firm that specializes in real estate and investment management. JLL shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

The Executive Assistant, Marketing will serve as a strategic business partner to the Marketing leadership team, providing comprehensive operational support while driving key initiatives forward. This hybrid role combines 60% executive assistant responsibilities with 40% specialized support to the Chief Marketing Officer's office, including marketing operations and strategic communications initiatives. This role combines traditional executive support with proactive business operations management, ensuring seamless execution of marketing strategies and day-to-day operations.

The ideal candidate will be a highly organized, detail-oriented professional who thrives in a fast-paced environment and can anticipate needs while managing multiple priorities.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to Marketing leadership team members
• Manage complex calendars, scheduling meetings across multiple time zones with internal and external stakeholders
• Coordinate domestic and international travel arrangements, including detailed itineraries, hotel bookings, ground transportation, and restaurant reservations
• Process and reconcile expense reports for leadership team, ensuring compliance with JLL policies and timely submission
• Handle confidential information with discretion and maintain the highest level of professionalism
• Manage office logistics, supplies, and vendor relationships for the Marketing department
• Process purchase orders and budget tracking documentation

Travel Planning & Expense Management

• Plan comprehensive travel itineraries for complex multi-city trips, client visits, and industry conferences
• Research and book cost-effective travel options while considering preferences and business requirements
• Coordinate travel logistics including visa requirements, travel insurance, and international documentation
• Monitor travel disruptions and proactively arrange alternative accommodations or transportation as needed
• Maintain detailed records of travel expenses and ensure proper coding for budget tracking
• Process expense reports with supporting documentation and follow up on any discrepancies or approvals needed

Meeting Management & Follow-up

• Coordinate and schedule team meetings, client presentations, and strategic planning sessions
• Prepare comprehensive meeting agendas and distribute pre-read materials in advance
• Actively participate in meetings to capture detailed action items and key decisions
• Develop and maintain action item tracking systems to ensure follow-through on commitments
• Conduct proactive follow-ups with stakeholders to ensure deliverable completion and deadline adherence
• Prepare meeting minutes and distribute summary reports to relevant parties

Presentation Development & Content Creation

• Create compelling PowerPoint presentations for internal meetings, client pitches, and industry events
• Collaborate with marketing team members to develop visually appealing and data-driven presentation materials
• Research and compile market data, competitive intelligence, and industry trends for presentation content
• Maintain brand consistency across all presentation materials and marketing collateral
• Update and maintain presentation template library and marketing resource databases

Pre-Read Collection & Distribution

• Coordinate collection of presentation materials, reports, and briefing documents from multiple stakeholders
• Organize and compile pre-read packages for leadership meetings and client engagements
• Establish standardized processes for pre-read submission deadlines and formatting requirements
• Maintain digital filing systems for easy retrieval and reference of historical…