Executive Team Assistant

JLL empowers you to shape a brighter way. Our people at JLL 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.

What this opportunity involves: This is a pivotal business management role supporting our Office & Industrial leadership team across Victoria and Queensland. You'll be the operational backbone for Executive Directors and senior Property Management teams, ensuring seamless administrative excellence, governance oversight, and business development coordination. Your work will span executive support, compliance management, systems administration, and strategic project delivery.

Key Responsibilities include:

• Provide comprehensive executive support to multiple Executive Directors, including sophisticated diary management, complex travel coordination across domestic and international destinations, and expense reconciliation in line with JLL policies.
• Prepare for and coordinate high-stakes meetings by developing agendas, arranging venues and technology, managing guest registration and catering, capturing detailed minutes, and following through on action items to ensure accountability.
• Maintain and continuously improve critical business systems including the Management Agreements Library, SharePoint document repositories, organizational charts, contact databases, and the BD tracker/pipeline tool.
• Act as Real Estate License Champion for Office & Industrial VIC & QLD, monitoring license status across the team, coordinating renewals, and liaising with the legal team to ensure ongoing compliance.
• Support business development initiatives by coordinating pitch meetings, compiling submission content from the Pursuits library, researching market opportunities and prospective clients, and keeping all BD collateral current and compelling.
• Develop and implement standardized administrative processes and best-practice guidelines that enhance efficiency and consistency across the business, championing new technology to drive adoption and continuous improvement.
• Coordinate internal and external events including team meetings, segment reviews, client functions, conferences, and team-building activities that strengthen relationships and build culture.
• Support onboarding and induction of new team members, providing training on JLL systems and processes, and assisting with the coordination and tracking of ongoing professional development programs.
• Collaborate closely with the PM National Business Operations Manager and support staff across segments, accepting delegated responsibilities and contributing to ad-hoc projects that enhance overall business performance.

Sounds like you? This is what we're looking for:

• Minimum 5 years' experience in a senior administration, business management, or executive assistant role with demonstrated project coordination capabilities.
• Proven track record of implementing process improvements and standardizing administrative practice across teams or business units.
• Strong project management skills with the ability to lead multiple initiatives simultaneously, prioritize effectively under pressure, and consistently meet tight deadlines.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced Excel skills for data analysis and reporting.
• Exceptional organizational abilities, including experience managing complex calendars for multiple executives and balancing competing stakeholder priorities.
• Excellent written and verbal communication skills with the ability to interact professionally and persuasively at all organizational levels, from team members to C-suite executives.
• Strong attention to detail and commitment to producing high-quality, accurate work in all deliverables.
• Demonstrated ability to work autonomously, exercise sound judgement in ambiguous situations, and confidently manage scope to maintain focus on priorities.
• Previous experience in the commercial real estate or property management sector with understanding of industry terminology, systems, and workflows (preferred).

Benefits: Great employee discounts off fitness, wellbeing & other renowned brands, 18 weeks paid maternity leave, Private Health Insurance Discounts, Active Social Club, Employee assistant program, Novated Lease for EV cars, Paid time off for volunteer work, Career Opportunities with Australia's #1 Commercial Real Estate firm, Premium offices.

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.