Executive Assistant

JLL • Chicago, IL

5d • Onsite

About The Position

JLL empowers you to shape a brighter way. 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. We seek a highly skilled Executive Assistant to support our Global Chief Information Security Officer and Global Head of Infrastructure and Operations within JLL Technology. 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 in technology-focused organizations. Reports to: Global Chief Information Security Officer and Global Head of Infrastructure and Operations Distinguishing Characteristics This position’s responsibilities are more varied, professional, and confidential, and involve a higher degree of initiative and independence. Incumbents perform various executive administrative duties and office coordination. Confidentiality, professional discretion, tact, and courtesy are imperative for the position in handling sensitive technology and cybersecurity matters. The Responsibilities This role is responsible for leading administrative duties and enhancing the executives' effectiveness by providing information management support. Responsibilities may include screening calls, managing calendars, making travel plans, meeting, and event arrangements, and preparing reports. Sensitivity to confidential technology and cybersecurity matters is required. Works independently and proactively and uses sound judgment skills daily. Compose correspondence for GCISO and GHIO signature. Lead and provide calendar management and arrange travel for executives. Work alongside the GCISO and GHIO leadership team. Onboarding assistance for new hires within JLL Technology. 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 & securing options for space, food, and other accommodations, and finalizing arrangements. Plan and execute JLL Technology leadership meetings and global technology town halls. Provide support to staff from other departments regarding JLL Technology responsibilities. 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. Attributes Dealing with Ambiguity: Effectively cope with change by shifting gears, acting without the total picture, and handling risk and uncertainty comfortably, particularly in fast-evolving technology environments. Planning and Organizing: Ability to establish a course of action to accomplish goals, develop schedules and task/assignments, orchestrate multiple activities simultaneously to achieve goals. Interpersonal Savvy: Relate well to all kinds of people inside and outside the organization with diplomacy and tact. Quick Learner: Ability to learn quickly when faced with new problems and challenges. Self-Starter: Able to start and complete projects independently. Time Management: Use time effectively and efficiently and with a sense of urgency. Written/Oral Communications: Superb written and oral communication skills – professional, clear, and concise. Stakeholder Focus: Dedicated to exceeding managers' expectations and ensuring excellence

Requirements

• 8+ years of progressive administrative experience, with at least three years supporting C-level executives in a large global organization, preferably in technology or cybersecurity functions
• Advanced Microsoft Office product knowledge (Excel, Word, PowerPoint, and Outlook); Teams required
• Demonstrate expertise in handling highly confidential and sensitive information with the utmost professional discretion
• Ability to quickly gain and sustain the trust of others
• Flexibility to work beyond the standard 40-hour work week when needed
• Demonstrate problem-solving skills with the mindset to proactively anticipate needs
• This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship

Responsibilities

• screening calls
• managing calendars
• making travel plans
• meeting, and event arrangements
• preparing reports
• Sensitivity to confidential technology and cybersecurity matters is required
• Works independently and proactively and uses sound judgment skills daily
• Compose correspondence for GCISO and GHIO signature
• Lead and provide calendar management and arrange travel for executives
• Work alongside the GCISO and GHIO leadership team
• Onboarding assistance for new hires within JLL Technology
• 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 & securing options for space, food, and other accommodations, and finalizing arrangements
• Plan and execute JLL Technology leadership meetings and global technology town halls
• Provide support to staff from other departments regarding JLL Technology responsibilities
• 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

Benefits

• JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed