Executive Assistant

JLL•Toronto, ON

11d•Onsite

About The Position

JLL is seeking to hire an Executive Assistant to support the Country CEO, Canada. The Executive Assistant will play a key role in ensuring smooth day-to-day operations, facilitating effective communication, and promoting a streamlined workflow within the team. This role will be based at JLL’s Toronto office. The CEO will rely on your exceptional organizational skills and attention to detail to prioritize tasks and maintain efficiency in a fast-paced environment. Given the high visibility of this position, your ability to streamline workflows will significantly contribute to the team's success.

Requirements

Proven experience as an Executive Assistant, preferably supporting senior level executives.
Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
Strong written and verbal communication skills, with exceptional attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Ability to handle confidential and sensitive information with discretion.
Demonstrated ability to work independently and proactively, while also functioning effectively within a team.
Professional demeanor and ability to interact comfortably with individuals at all levels of the organization.
Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.

Responsibilities

Coordinate and manage complex calendars, including scheduling appointments, meetings, and travel arrangements for the leadership team.
Ensure all meeting logistics – in person and virtual, and resources are prepared and organized in advance.
Provide comprehensive administrative support, including managing correspondence, and submit and manage expenses
Serve as a primary point of contact, effectively managing internal and external communication on behalf of the leadership team.
Coordinate and maintain strong relationships with key stakeholders across the organization.
Draft and distribute internal communications, ensuring messages are clear, concise, and aligned with company guidelines.
Collaborate with the leadership team to support key initiatives, track progress, and ensure deadlines are met.
Prepare project-related documents, presentations, and reports.
Take minutes and follow up on action items arising from team meetings.
Other duties as required.