Administrative Assistant

JLL - New York, NY

Position Summary:

JOB SUMMARY:
 
Performs administrative and office support activities for multiple managers and director level individuals. Duties may include fielding telephone calls, receiving and directing visitors, document processing, creating spreadsheets and presentations and filing. Position is also responsible for entry as directed for items such as travel, expense reports and meeting coordination. 
 
DUTIES and RESPONSIBILITIES:
 

1. Provides support for the Project and Development Services (PDS) team.
2. Maintains calendar and secures travel arrangements as directed for multiple managers.
3. Schedules appointments, gives information and takes dictation.
4. Organizes files and maintain directory of stored files.
5. Create and maintain filing system and efficient information retrieval system.
6. Provides administrative support to create, modify or finalize documents as directed. Send documents via FedEx, mail or UPS.
7. Meeting Management: books and organizes conference rooms, submits food requests, assist Sr. Executive Assistant with office events, group meetings, team lunches and trainings, holiday event and other client events
8. Assist leadership in planning and preparing for internal business line meetings
9. Expense Management: orders supplies, submits check requests and processes office invoices
10. Processes expense reimbursement requests and allocate costs as directed and in a timely manner
11. Organizes incoming communications and distribute as directed.
12. Composes memos, transcribes notes, researches and creates presentations.
13. Create/distribute PDS internal communications
14. Formats, proofreads, redlines and assists with presentations, RFPs, flyers and other proposals if needed.
15. Perform clerical duties to include photocopying, mailing and scanning documents.
16. General day-to-day office management ie: order all office supplies, routing all incoming calls, IT troubleshooting, maintain kitchen/photo copy work area, process office invoices, mail distribution, ordering equipment for new hires, organizing desks and office space
17. Recording and distributing meeting minutes
18. Prompt and consistent attendance as required by the job
19. Assist other teams, disciplines or business units, when required.
20. Serve as a back-up resource for administrative tasks to other PDS administrative professionals
     

REQUIREMENTS:
 

1. High school diploma required
2. Bachelor’s Degree or commensurate experience
3. Workplace experience, minimum of 3 years in the field or in a related area.
4. Microsoft office product knowledge – Excel, Word, PowerPoint, and Outlook.
5. ADVANCED skills in Powerpoint
6. Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people.
7. Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.
8. Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
9. Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
10. Interpersonal Savvy – relates well to all kinds of people, up, down and sideways, inside and outside the organization uses diplomacy and tact.
11.  Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
12. Self-Starter – able to start and complete projects independently.
13. Enable brokers to focus on revenue generating tasks by efficiently handling operations of team.
14. Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
15. Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect. Strong writing skills; ability to formulate formal letters.
16. Attention to detail – is thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended on to do each task accurately and completely.

---

Posted: 30+ days ago

Apply Now