Job Description

JLL supports the Whole You, personally and professionally

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work


Working five days a week in a pressurised environment characterised by a demanding workload, requires the individual to have exceptional time management and organisational skills, resiliency and the ability to navigate constant deadlines and high expectations, while maintaining high expectations, quality output and professional composure. We're looking for candidates who are eager to develop in our fast-paced environment. The right individual will embrace challenges as growth opportunities, demonstrating a natural aptitude for prioritisation, efficiency and attention to detail. You should be someone who views demanding situations as chances to sharpen your professional capabilities and acquire valuable skills that will enhance your long-term career trajectory. We value candidates who approach complex tasks with enthusiasm, continuously refine their work processes, and recognise how these experiences contribute to their professional development journey.

What the job involves....

Diary Management:

Diary management for Senior stakeholders, working across multiple time zones, ensuring a proactive/ forward planning approach to enable preparation and travel time is considered. Proactively anticipate scheduling conflicts and coordinate with internal and external stakeholders to resolve efficiently and in a timely manner. Schedule internal and external meetings, liaising with internal and external stakeholders working on your own initiative and taking a proactive approach to ensure meetings are scheduled in line with the Directors priorities and key clients. Proactive and forward-thinking approach in ensuring current and future meetings have locations/ rooms for meetings and breakfast/lunch/dinner engagements. Building strong working relationships with EA's and Business Manager's across JLL and client offices

Travel and Expense Management

Arrange and book travel, accommodation, and detailed itineraries. Ensure the travel plans align with meeting schedules and objectives. Ascertain finding the most cost effective and sustainable options, in line with JLL and client T&E policy to ensure the most cost effective and sustainable travel is booked, where possible. Implement the JLL and Client T&E process by ensuring receipts are obtained and submitted on a timely basis, be link point between expenses processing hub and relevant teams and help resolve queries raised by the T&E team. Review expenses on behalf of Senior's, raising necessary queries with stakeholders.

Communication Coordination

Facilitate effective communication flows between the Directors and internal/external stakeholders, ensuring timely responses to inquiries, prioritising emails, and drafting and editing correspondence on behalf of the Directors. Work closely with the internal stakeholders to ensure effective communication across the business.

Meeting and Events Coordination

Plan, organise and schedule team meetings, including booking of meeting rooms, preparing meeting agendas, collating relevant documents and pipelines, coordinating meeting logistics, and taking minutes. Follow up on action items and ensure their timely completion. Support organising team events, obtaining relevant approvals, and seeking cost effective options. Maintain a list of attendees and final costs etc. Ensures events run smoothly.

Document production:

Formatting and processing documents to be sent to clients and preparing high quality slide decks for board meetings and department wide review meetings using Word and PowerPoint Developing and maintaining effective working relationships with clients and colleagues, in particular other assistants to senior JLL and client staff across the business. Discreet handling of sensitive and confidential information. Proactively contribute and work collaboratively with other Business Support Administrators to provide effective cover when required to ensure senior teams have suitable support. You may be required to undertake other duties from time to time as we may reasonably require.

General team support including:

Proactively carrying out administrative tasks for on-boarding and leavers, working closely with IT, onsite facilities teams, and HR for effective setting up of IT (equipment & systems), security access, lockers, and support on using JLL and client systems and applications Monitor business support issues such as IT tickets, HR queries, mandatory training completion etc. General office duties including maintaining accurate electronic filing, archiving, document scanning, post, and courier, etc.

Experience required

Proven experience as EA and/or Business Manager Highly organised ability to multitask and prioritise tasks Proficient knowledge of technology / IT applications i.e., Word, Excel, Teams, SharePoint with strong PowerPoint Experience with large multinational corporate environment Experience within a demanding and fast paced, ever-changing environment. Great verbal and written communication skills Ability to work independently with minimal supervision. Understands and appreciates the importance of using discretion. Uses appropriate judgement when responding to the needs of senior level executives both internally and externally. Always proactive, flexible, taking initiative and actions. * Ability to multitask and prioritise tasks