Executive Assistant (US) - Specialist

About the role

JLL is hiring a Specialist Executive Assistant (US) for an on-site position in Taguig, Philippines. The role provides comprehensive administrative support to senior-level executives, acting as a gatekeeper who manages schedules, coordinates meetings and keeps information flowing smoothly between the executive, internal teams, clients and external partners.

Key responsibilities

• Schedule and manage calendars and travel across time zones, including flights, accommodation, ground transport and visas or permits where needed.
• Draft executive correspondence, emails, presentations and reports on behalf of the executive team.
• Prepare meeting materials such as agendas, minutes and presentations, and handle logistics for internal and external meetings.
• Manage and reconcile expenses, track receipts and submit expense reports for reimbursement.
• Help plan corporate events, conferences, retreats and other special occasions.
• Research, gather data and prepare executive-level reports, documentation and presentations.
• Maintain organized documents and files, and assist with special projects and ad hoc tasks such as IT support and signing of documents.
• Collaborate with the wider EA network globally and cover colleagues during absences or workload peaks.
• Protect confidential information and build positive relationships with internal and external stakeholders.

Required profile

• Bachelor's degree or equivalent experience strongly preferred.
• Over 3 years of executive assistant experience supporting a high-level executive (in-country, regional or global).
• Proven ability to handle confidential information discreetly.
• Flexible, adaptable to changing priorities and able to learn quickly.
• Ability to work across multiple time zones and with a flexible schedule.

Required skills

• Strong communication skills across email, text, in-person and video calls.
• Excellent presentation skills; familiarity with InDesign, Mural/Miro and/or Smartsheet is an advantage.
• Tech-savvy: Microsoft Office, Adobe Acrobat and/or Bluebeam, Webex, Zoom.
• Extensive experience with travel and accommodation booking.