Executive Team Assistant

JLL supports the Whole You, personally and professionally.
What this job involves
We’re seeking a highly motivated, organised and efficient Executive Team Assistant to provide support to the WA Capital Markets team. The role requires strong communication and time management skills, and the ability to manage and prioritize various administrative tasks effectively.
Knowledge of systems and the ability to provide accurate and efficient report/document preparation, coordination of internal/external meetings and general administrative support is required.
**Core Responsibilities**:
Provide professional administrative support to the WA Capital Markets team.
Assist in the preparation of all correspondence, documents, reports, submissions, agency agreements, presentations and administration duties on behalf of the team, ensuring a high attention to detail.
Co-ordinate marketing campaigns including, assisting with drafting Information Memorandums (IM’s), managing online listings and preparing various property marketing collateral including EDM’s/brochures, press-ads, media releases, signboards and campaign marketing reports.
Database management, including CRM systems, financial systems, property portals, enquiry registers, bid summaries and more.
Coordinate all internal and external meetings including room booking, agenda, minutes and any ad-hoc requirements.
Assist the accounting team by coding and submitting of expenses, issuing fee invoices and following up late payments, tracking recoverable costs to invoiced clients and managing Trust Account deposits set-up and releases, in accordance with legislative requirements.
Arrange travel, accommodation & itineraries when required.
Additional responsibilities
Demonstrate proficiency in office procedures, with the ability to work both autonomously and as a contributing team member.
Handle incoming enquiries from time-to-time and distribute amongst the team as required.
Assist other administrative staff with relief office concierge duties and other office-related tasks as required.
Participate in relevant training and development opportunities to enhance job-related skills.
You're a confident self-starter with a can-do attitude and a proven ability to build and maintain relationships. You will have strong formatting skills/ document creation and an advanced knowledge of MS Office packages (Word, PowerPoint, Excel). You will also have sound knowledge and experience in working on various systems & databases.
Most importantly we are looking for someone who would revel in becoming a critical member of a very close-knit team which markets and sells some of the most significant commercial real estate assets in the WA market. Keen attention to detail, customer focus, strong work ethic and ability to multi-task would be essential, and previous experience as a team assistant, PA or EA role within the commercial property (or any professional) industry will be highly regarded.
What can you expect from us?
As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity and building an inclusive workplace. This is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies.
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.
About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.