Executive Administrative Assistant
Job Description
Job SummaryThis position is responsible for providing leadership, supervising, implementing administrative systems, procedures and policies. You will work closely with the Office Head to ensure the office runs smoothly and coordinates efforts with Office Head, Corporate Departments, and associates to ensure organizational, office goals and objectives are met. This position will also serve as an executive assistant to the office head and will help with calendaring, expenses and providing production support in marketing of real estate transactions from start to finish.
Main Responsibilities
Oversee and coordinate all office activities and facilitate day-to-day operations. Identify and implement improvements to existing processes to ensure efficient office operations.
Ensure that company policies are followed and communicate new policies, procedures, and best practices to staff.
Develop administrative staff by providing training, information and access to resources. May supervise either directly or indirectly.
Type correspondence/memos, proofread documents, assemble various reports and presentations.
Create and produce customized property information materials.
Organize and file important deal related correspondence.
Help manage and update deal statuses and manage some press releases and marketing lists.
Participateand make recommendations in office planning process with Office Head and assist with company-wide functions, inside JLL such as Annual Production Meeting and Analyst Conference and outside JLL, such as industry events.
Organizespecial office or department activities such as company events, staff appreciation activities, and office moves.
Make decisions and approve expenses with budgetary restrictions in mind. Periodically perform expense analysis to ensure expenses are in line with budget.
Maintain office filing system and oversee proper maintenance of off-site storage. Responsible for file retention guidelines and determination of what documents can be destroyed.
Responsible for ensuring data is correct in internal database (Captrack) and following up on missing information.
Serve as office contact for all corporate departments such as Human Resources, Accounting, Marketing and Information Technology:
Human Resource contact for recruiting process (screening applicants, interview coordination, new hire onboarding), attendance keeping, payroll matters, performance and merit reviews, and new employee training.
Resolve any personnel issues, either by handling or working with Human Resources. This includes being familiar with employment law and being the "front line" representative to deal with office issues.
Accounting contact for processing of invoices, reviewing and approving employee expense reports.
Work with Marketing on the coordination ofevents, press releases, and JLL publications.
Coordinate with IT to ensure all employees have proper computer and phone equipment, access to systems, enabled/disabled etc. Limited technical support for computers and servers.
Other duties as assigned.
Experience Required
5 plus years of previous office management experience or administrative experience.
Experience with accounting, human resources, IT and facilities management is preferred.
Strong leadership skills and ability to communicate with all levels of the firm.
Excellent communication, organizational, grammatical, and time-management skills.
Ability to work independently worker yet have a team player attitude.
Real Estate/Finance background is preferred.
Education
College degree preferred or equivalent experience.
Computer Skills
Intermediate working knowledge of Word, Excel and Power Point, Windows (Office 2013 version).
Environment
Office - work with computers, copiers, and scanners.
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.
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