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 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 are looking for an Administrative Assistant for our Integrated Facilities Management business line.
About JLL
We're JLL. We're a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying, and investing in real estate.
Job Overview: We are seeking a highly organized and professional Administrative Assistant to provide comprehensive support to senior-level executives. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Prepare and edit correspondence, presentations, and reports
Handle sensitive and confidential information with discretion
Anticipate and proactively address executives' needs
Inbox management, email monitoring and prioritization, drafting correspondence, and reviewing/summarizing documents as needed
Gatekeeper ensuring comprehensive and accurate calendar management
Manage all aspects of Executive travel and associated meetings including presentations, accommodation, transfers, meetings, conference fees, and compliance paperwork
Ensure travel is documented and travel process is followed
Prepare and manage expense reports, ensuring accuracy and timely submission
Assist with managing and tracking action items, deliverables, daily updates
Work closely with the team to ensure workstreams are on track
Support with preparing slides and presentation materials for business meetings
Assist with ad hoc projects as requested
Conference and client event coordination including but not limited to budgeting, travel, materials preparation, scheduling, and administrative support
Assist in the scheduling and setup of Offsites and other group and entity meetings ensuring smooth running
Assist designated functional teams with general administrative tasks as required
Provide holiday and absence cover for team members as required
Qualifications:
Bachelor's degree in Business Administration or relevant experience
5+ years of experience as an executive assistant, preferably in a corporate environment
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent verbal and written communication skills
Strong organizational and time management skills
Ability to multitask and prioritize in a dynamic environment
Discretion and confidentiality in handling sensitive information
Exceptional interpersonal skills and professional demeanor
Proactive problem-solving abilities
Preferred Skills:
Knowledge of office management systems and procedures
Familiarity with social media management for executives
Proficiency in additional languages (desirable)
Experience in business administration
Personal Qualities:
Detail-oriented with a high level of accuracy
Adaptable and able to work under pressure
Self-motivated and able to work independently
Tactful and diplomatic in all interactions
Committed to continuous learning and professional development
Location:
Remote – Porto, PRT
If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements. We're interested in getting to know you and what you bring to the table!
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