Administrative Coordinator

3 semanas atrás

Porto, Porto, Portugal Jll Tempo inteiro
About the Role

JLL is seeking a highly organized and professional Administrative Assistant to provide comprehensive support to senior-level executives.

This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities
  • Prepare and edit correspondence, presentations, and reports.
  • Handle sensitive and confidential information with discretion.
  • Anticipate and proactively address executives' needs.
  • Inbox management, email monitoring and prioritization, drafting correspondence, and reviewing/summarizing documents as needed.
  • Gatekeeper ensuring comprehensive and accurate calendar management.
  • Manage all aspects of Executive travel and associated meetings including presentations, accommodation, transfers, meetings, conference fees, and compliance paperwork.
  • Ensure travel is documented and travel process is followed.
  • Prepare and manage expense reports, ensuring accuracy and timely submission.
  • Assist with managing and tracking action items, deliverables, daily updates.
  • Work closely with the team to ensure workstreams are on track.
  • Support with preparing slides and presentation materials for business meetings.
  • Assist with ad hoc projects as requested.
  • Conference and client event coordination including but not limited to budgeting, travel, materials preparation, scheduling, and administrative support.
  • Assist in the scheduling and set up of offsites and other group and entity meetings ensuring smooth running.
  • Assist designated functional teams with general administrative tasks as required.
  • Provide holiday and absence cover for team members as required.
Qualifications
  • Bachelor's degree in Business Administration or relevant experience.
  • 5+ years of experience as an executive assistant, preferably in a corporate environment.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent verbal and written communication skills.
  • Strong organizational and time management skills.
  • Ability to multitask and prioritize in a dynamic environment.
  • Discretion and confidentiality in handling sensitive information.
  • Exceptional interpersonal skills and professional demeanor.
  • Proactive problem-solving abilities.
Preferred Skills
  • Knowledge of office management systems and procedures.
  • Familiarity with social media management for executives.
  • Proficiency in additional languages (desirable).
  • Experience in business administration.
Personal Qualities
  • Detail-oriented with a high level of accuracy.
  • Adaptable and able to work under pressure.
  • Self-motivated and able to work independently.
  • Tactful and diplomatic in all interactions.
  • Committed to continuous learning and professional development.

If this role aligns with your skills and experience, we encourage you to apply.

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