Executive Assistant for Global CFO

Job description

We are currently seeking an Executive Assistant to support our Global Chief Financial Officer . This role will be responsible for prioritizing schedules and projects to meet deadlines in a fast-paced, team-oriented environment. This position is based at our Chicago, IL headquarters and requires proven track record successfully supporting a Chief Financial Officer in a large-scale matrixed organization.  

The Responsibilities

This critical and highly visible role is responsible for leading administrative duties and enhancing the executives’ effectiveness by providing information management support and representing the executive to internal and external stakeholders. Responsibilities may include screening calls; managing calendars; making travel plans, meeting and event arrangements, and preparing reports. Sensitivity to confidential matters is required.

·  Manage and plan extensive and complex travel planning—both domestic and international
·  Provide heavy calendar management and serve as the primary gatekeeper for the Global CFO’s schedule liaising with Global Executive Board (GEB), Chief of Staff, Financial Leadership Team (FLT), external stakeholders – comfortable working in multiple time zones
·  Highlight calendar conflicts and execute recommended resolutions
·  Ensure CFO is prepared for all meetings – securing all materials in advance
·  Anticipate meeting needs including reviewing & securing options for space, technology needs, food and beverage service, providing guest access to the building, hosting arrivals
·  Plan and manage global leadership meetings and conferences liaising with local and regional teams
·  Organize communications and redirect consistent with Executives’ regular practice
·  Prepare documents, proofreading for accuracy and making recommended changes after others review
·  Host and provide support visiting Global Executive Board members
·  Work closely with Investor Relations (IR) team around quarterly earnings processes & investors activities
·  Build relationships with Global Executive Board members’ executive assistants located in Chicago, London, Frankfurt, Singapore, Warsaw
·  Support HR & Recruiting with candidate interviews, schedules, on-boarding and out-processing using Workday
·  Process expense reports for CFO in PeopleSoft allocating costs as appropriate
·  Manage Finance office space – including space planning, moves, add, changes, space upgrades
·  Liaise regularly with Enhanced Support Technology Team, Food & Beverage Services, Facilities Team, Reception, Document Center
·  Order and plan Team Lunches during quarterly earnings preparation
·  Order office supplies as needed

  Attributes

·  Dealing with Ambiguity – effectively cope with change by shifting gears comfortably, acting without having the total picture, and handling risk and uncertainty comfortably
·  Planning and Organizing – ability to establish course of action to accomplish goals and evaluate results, develop schedules and task/people assignments, orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficiently
·  Interpersonal Savvy – relate well to all kinds of people inside and outside of the organization with diplomacy and tact.
·  Quick Learner – ability to learn quickly when faced with new problems and challenges
·  Self-Starter – able to start and complete projects independently
·  Time Management – use time effectively and efficiently and with a sense of urgency
·  Written/Oral communications – superior ability to speak and write clearly and concisely
·  Stakeholder focus -- Dedicated to exceeding manager’s expectations, ensuring excellence in delivery are achieved through the right solution

The Requirements

·  10+ years of experience in an executive support role
·  Previous experience supporting the Chief Financial Officer or other C-Suite members at large global organization(s) strongly preferred
·  Advanced Microsoft office product knowledge (Excel, Word, PowerPoint, and Outlook) required
·  Opportunity to travel with the CFO internationally approximately two times per year

What You can Expect from Us

We’re an entrepreneurial, inclusive culture. We succeed together—across the desk and around the globe. We believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits and pay. We’ll offer you a competitive salary and benefits package.

With us, you’ll develop your strengths and enjoy a career full of varied experiences. We can’t wait to see where your ambitions take you at JLL.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here .

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.