Team Executive Assistant

Description

This role provides comprehensive administrative support to the team, ensuring smooth coordination of meetings, travel, documentation and financial processes. You will work closely with support staff, manage communications, and handle day‑to‑day filing, courier services and information look‑ups.

• Coordinate internal and external meetings, teleconferences, agendas, minutes, room bookings, catering and client arrivals
• Attend team and support staff meetings
• Organise couriers and deliveries as needed
• Maintain consistent communication with the team on priorities
• Handle day‑to‑day filing, printing and binding tasks
• Conduct title searches and information look‑ups
• Process supplier invoices on PeopleSoft for departmental expenses
• Book travel and accommodation via FCM Travel and prepare travel agendas
• Generate draft and final agency agreements, annexures and addendums
• Setup and release trust monies, audit unallocated funds and manage the trust register
• Prepare and distribute letters and campaign documentation
• Enter and manage agent pipelines and fee forecasts, audit monthly updates
• Invoice all deals
• Process team expenses on a monthly basis
• Set up new starters on team systems
• Liaise with conjunctional agents
• Handle multiple tasks and meet tight deadlines

Requirements

The successful candidate must be forward‑thinking, highly organised and able to prioritise multiple tasks under tight deadlines. Strong attention to detail, excellent written and verbal communication, and the ability to work autonomously are essential. Experience in an executive‑assistant or similar coordination role, familiarity with financial management and advanced Microsoft Office skills are required.

• Demonstrate strong organisational and time‑management skills
• Exhibit strong attention to detail
• Communicate excellently, both verbally and in writing
• Possess substantial experience in an executive‑assistant or similar administrative support role
• Understand financial management processes
• Have high‑level proficiency in Microsoft Word, Excel, PowerPoint and Outlook

Benefits

JLL leverages artificial intelligence to match candidates with opportunities and is committed to protecting personal data through robust privacy practices. We are an equal‑opportunity employer and provide reasonable accommodations for individuals with disabilities.

Training + Development

Interview process

Visa Sponsorship

Security clearance