Executive Assistant to Head of Capital Markets

JLL supports the Whole You, personally and professionally.

Shaping the future of real estate for a better world

At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life see a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.

**What this opportunity involves**:
We are seeking a Fixed-Term Executive Assistant to our Head of Capital Markets in Victoria, to cover a maternity leave. The role is responsible for providing high quality executive support and administration assistance to the Executive Director, Head of Capital Markets VIC to ensure the team is running smoothly.
You will function as the key support within the team and will need to strike the balance between efficiently & effectively supporting your director. This role will see you use your administration, organisational and relationship management skills daily.

**An overview of the role**:
Screen and attend to a broad range of confidential and sensitive matters.
Diary management and coordination of meetings - arrange face to face meetings or tele/video conference calls, including booking appropriate meeting rooms.
Acting as Client interface including greeting and welcoming clients at reception in a professional manner.
Arrange leadership meetings, conferences and whole of group/team meetings as required.
Organise all travel arrangements including the business case for travel, travel diary, booking flights, accommodation, transportation and preparing itineraries.
Prepare documents, presentations and administration duties on behalf of Josh ensuring a good attention to detail including providing relevant information and documentation.
Maintenance and upkeep of all companies and contacts in our database, including dedicated team marketing lists.
Work with the team to drive accountability across processes in Campaign Management from start to finish.
Assist and coordinate deal tracking, monthly fee forecasting and reporting relating to the Department/s fee and budget.
New supplier creation (when required) and arranging payment of supplier accounts and invoices.
Manage and approve on behalf of Head of Cap Markets - system vendor creation, sale deposits and releases, of monies held in Trust accounts and transaction invoices.
Update and maintain stocklist weekly - new submission, listing, sold etc.
Co-ordination of team and client events

**Sound like you? This is what we’re looking for**:
Previous experience providing high level support to Senior Executives
Year 12 Level Education / TAFE or Business Studies
5+ years’ experience in Administration and/or Operations
Experience in a property/commercial real estate will be considered favourably
Strong working knowledge of Microsoft Office Programs
Provide courteous and helpful assistance to both internal and external stakeholders
Demonstrate teamwork to all levels of the Business Unit in all aspects of work and help promote continuous improvement throughout the organisation
Ability to work on multiple tasks at once and be able to prioritise
Ability to work independently and make sound decisions
Highly motivated with a proactive work style
Excellent organisational and project management skills
An extremely high level of attention to detail
Ability to deal with multiple tasks and work towards and achieve tight deadlines

**What you can expect from us**:
You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

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 regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

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
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