Executive Assistant, Marketing

This job is with JLL, an inclusive employer and a member of my Gwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

JLL empowers you to shape a brighter way .

Our people at JLL and JLL Technologies 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.

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.

Position Overview  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 materials

Quality control review of all materials…