JLL is hiring: Executive Assistant in San Francisco

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 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.

Location: Menlo Park, Chicago or San Francisco Corporate Office
Reports to: West Operations Executive Director

What this job involves

JLL is looking for an experienced Executive Assistant to join our leadership team in Northern California. This role supports three of our Brokerage Operating Committee executives and our Operations Director. The Executives are based in Northern California, Southern California and Chicago, so you must be able to work with remote team members and balance multiple time zones. Duties performed may include a broad range of complex tasks involving confidential and technical information. This position requires a person who is a self-starter and proactive to prioritize multiple projects to meet deadlines in a fast-paced, professional environment.

Main Responsibilities

• Provide senior level executive administrative supportand production support including presentations decks, excel documents, communication templates, etc.
• Act as an extension of the executive team to demonstrate professionalism, thoroughness, responsiveness, and understanding of the key stakeholders and business.
• Schedule appointments, conference calls and set itineraries for external and internal meetings.
• Coordinate all meeting logistics including calendar invites, room reservations, food orders, etc.
• Schedule and manage calendars across different time zones, conflict management, time management.
• Complex travel arrangements, book flights, hotels, transportation based on Executive’s preferences.
• Process expense reports in a timely manner to avoid late fees.
• Prepare presentation decks in PowerPoint, prep talking points and schedule rehearsals.
• Attend meetings and take thorough notes, provide summaries and follow ups.
• Create Excel files, data analysis, pivot tables, graphs and more.

• Maintain internal documents, org charts, distribution lists, etc. in a clear filing system for quick access.

• Collaborate with all function partners (Operations, HR, Legal, Finance, Marketing, other EAs, Leadership) to understand the business and help anticipate the needs of the Executive’s.
• Manage a complex org structure and large number of stakeholders.

• Coordinate annual events, Town Halls, award practices, activities, invitations and communication.

• Event planning, vendor management, payment coordination.
• Take initiative to support Executives with high priority projects. Identify problems and alert team members.
• Review and proof-read planning documents and presentations.

• Coordinate graphic design with design team.
• Must be able to work overtime on short notice.
• Must be willing to travel between the Northern California offices and nationally as needed.
• Special projects and other duties as assigned.

Experience Required

• Bachelor’s degree or equivalent experience strongly preferred.
• Minimum 3-5 years of administrative or executive assistant experience supporting multiple leaders in professional environment.
• Excellent Microsoft and technology skills, including Outlook, Word, PowerPoint, Excel, SharePoint, OneDrive, Teams.
• Excellent communication, organizational, grammatical, and time-management skills.
• Ability to prioritize, multitask, and meet tight deadlines.
• Ability to work in a fast-paced environment taking initiative and being a self-starter.
• Proven ability to handle confidential information discreetly in a diplomatic manner.
• Unflappable, flexible, and can overcome a learning curve quickly.
• Demonstrate problem-solving, decision making, and analytical skills.
• Commercial Real Estate experience preferred.
• This is an in office full-time role with flexibility.

Estimated total compensation for this position:

100,000.00 – 100,000.00 USD per year

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

On-site –San Francisco, CA

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

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. Some of these benefits may include:

• 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

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

California Residents only

If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view ourSupplemental Privacy Statement which describes your rights and disclosures about your personal information.If you are viewing this on a mobile device you may want to view the CCPA version on a larger device.

Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.

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