Team Executive Assistant

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.   

Job Responsibilities

Administration

• Work closely with other support staff to ensure timely and accurate work
• Coordinate internal/external meetings and teleconferences, including collation of meeting agendas, minutes and actions, meeting room bookings, catering organisation and client arrivals
• Attend team and support staff meetings
• Organise couriers and deliveries where required
• Consistent communication with team to ensure you are up to date on ongoing priorities
• Day-to-day filing, printing, binding etc.
• Title search and information look ups

Tasks

• Processing of all supplier invoices on PeopleSoft for dept. related expenses
• Booking all travel and accommodation via FCM Travel, preparation of Travel agendas where required
• Generate draft and final agency agreements, annexures and addendums
• Setup and release of all trust monies held, audit unallocated funds and manage trust register to ensure timely releases
• Preparation and distribution of letters and campaign documentation where needed
• Enter and manage agent pipelines and fee forecasts for each operator, monthly auditing of pipelines and day to day updates.
• Invoicing of all deals
• Processing of team expenses on a month to month basis
• Set up of new starters on team systems
• Liaising with conjunctional agents

Requirements

• Ability to prioritise
• Forward thinking individual who understands the task at hand and the overall goal – proactively help to achieve this
• Ability to work autonomously and make sound decisions when required
• Strong organisational and time management skills
• Ability to deal with multiple tasks and work towards and achieve tight deadlines
• Strong attention to detail
• Excellent communication skills; both verbal and written

• Substantial experience in an executive assistant or similar administrative support or coordination based role
• Experience and understanding of financial management processes
• High level knowledge of Microsoft Office Programs in particular Word, Excel, PowerPoint and Outlook

Location:

On-site –Melbourne, VIC

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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

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 email us at HRSCLeaves@jll.com. 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.