Administrative Assistant

JLL

(Boston, Massachusetts)

Full Time

Job Posting Details

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 60,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

Summary

Our New England Capital Markets Group is seeking an Administrative Assistant to perform a wide range of administrative and office support activities in a fast-paced, team-oriented environment in the Boston office location.

Responsibilities

* Perform clerical duties to include photocopying, mailing, faxing documents
* Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
* Search, add, edit Investor information, and run reports within Client First and other relevant systems
* Input incoming Confidentiality Agreements for properties into CapLink and maintain electronic archives
* Provide support to team in technology applications, i.e., CRM, Dealio, CapLink, Outlook, Word, and other company supported programs
* Maintain and manage databases in Client First (CRM) and other, data entry and maintenance for the purposes of direct marketing and client relationship development
* Print and bind various booklets for properties – valuations, Offering Memorandums, etc.
* Schedule, set up and clean up meetings, lunches, and corporate events
* Produce timely and accurate of word-processed documents (correspondences, reports, memos, charts, agreements, PowerPoint presentations, etc.)
* Coordinate, prepare and distribute marketing materials and mass mailings
* Assist with new employee setup, bio/resume updates, and business card orders
* Prepare and execute expense reports with receipts on a regular and timely basis
* General day-to-day office management (i.e., maintain office supplies, route incoming calls, IT & AV troubleshooting, manage catering/conference room setup, process office invoices, mail distribution)

Perform clerical duties to include photocopying, mailing, faxing documents
Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
Search, add, edit Investor information, and run reports within Client First and other relevant systems
Input incoming Confidentiality Agreements for properties into CapLink and maintain electronic archives
Provide support to team in technology applications, i.e., CRM, Dealio, CapLink, Outlook, Word, and other company supported programs
Maintain and manage databases in Client First (CRM) and other, data entry and maintenance for the purposes of direct marketing and client relationship development
Print and bind various booklets for properties – valuations, Offering Memorandums, etc.
Schedule, set up and clean up meetings, lunches, and corporate events
Produce timely and accurate of word-processed documents (correspondences, reports, memos, charts, agreements, PowerPoint presentations, etc.)
Coordinate, prepare and distribute marketing materials and mass mailings
Assist with new employee setup, bio/resume updates, and business card orders
Prepare and execute expense reports with receipts on a regular and timely basis
General day-to-day office management (i.e., maintain office supplies, route incoming calls, IT & AV troubleshooting, manage catering/conference room setup, process office invoices, mail distribution)

Ideal Candidate

**Requirements:**

* Bachelor’s Degree or commensurate experience preferred
* Workplace experience, minimum of 2 years in administrative support role required
* Working knowledge of Microsoft office products - PowerPoint, Excel, Word, and Outlook.
* Knowledge of clerical and administrative procedures and systems
* Ability to juggle multiple priorities and achieve recognizable results in very tight timeframes and often on short notice

**Skills Needed:**

* Excellent planning and organizational skills
* Attention to detail and accuracy
* Strong written and verbal communication skills
* Excellent proofreading skills
* Ability to work effectively in teams
* Proven ability to take initiative and follow through with limited guidance and direction
* Understanding of and commitment to client services
* Active learner with a positive attitude who can consistently and creatively enable the team to provide first rate client service – team player
* Ability to learn and master new skills quickly and independently
* Real estate experience a plus

Requirements:

Bachelor’s Degree or commensurate experience preferred
Workplace experience, minimum of 2 years in administrative support role required
Working knowledge of Microsoft office products - PowerPoint, Excel, Word, and Outlook.
Knowledge of clerical and administrative procedures and systems
Ability to juggle multiple priorities and achieve recognizable results in very tight timeframes and often on short notice

Skills Needed:

Excellent planning and organizational skills
Attention to detail and accuracy
Strong written and verbal communication skills
Excellent proofreading skills
Ability to work effectively in teams
Proven ability to take initiative and follow through with limited guidance and direction
Understanding of and commitment to client services
Active learner with a positive attitude who can consistently and creatively enable the team to provide first rate client service – team player
Ability to learn and master new skills quickly and independently
Real estate experience a plus