Operations Manager/Executive Assistant

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.

Operations Manager

• Financial duties
  • Assist EC with financial review, budget preparation/execution, office monthly finances
  • Management of accounts payable - process check requests
  • Main point of contact to Regional office
• Dealio management
  • Input general deal terms to deal tracking system, Dealio
  • Manage client expense billing
• Operational duties
  • Point person for IT, phone information/issues
  • Point of contact for all vendors; internal and external
• Complete all RE licensing (new and renewals) for company and brokers
• Organize office meetings: Executive Committee, Markets, Leadership Committee, etc.
• Point person for EC tasks and meetings
• Oversee support staff, assist with hiring, employees reviews
• Complete onboarding new employees (phone, laptops, business cards, supplies)
• Plan internal office events (in conjunction with marketing manager)
• Represent Minneapolis on Culture Committee

Executive Assistant

• Manage and maintain executives’ calendars
• Create all client presentations in PowerPoint (business development, kick-off meetings, client meeting prep, etc.)
• Assist executives with incoming calls when they are not available and act as gatekeeper. When traveling, prioritize their voice mail and email messages and assist them in responding in a timely manner
• Schedule appointments and coordinate travel arrangements
  • Able to creatively solve last minute travel challenges
  • Manage heavy travel calendar for three team members (weekly travel)
• Process and reconcile extensive broker expense reports
• Take a leadership role in various projects that arise
• Maintain and update Client First

• The Operations Manager / Executive Assistant position supports two service lines: Business and Economic Incentives (BEI) (55%) and the Minneapolis Office (45%). The position serves as Operations Manager to the Minneapolis Office and Executive Assistant to the BEI team (three members).
• The ideal candidate for this position must have a professional demeanor, often working with Executive Management at JLL as well as our clients’ top Executives.
• The candidate must be able to prioritize deadlines between the two groups through effective communication and multi-tasking as well as setting clear expectations.
• The candidate must be able to work on last-minute projects, manage strict deadlines, and maintain professional confidence. Proficiency in Microsoft Office, with a heavy emphasis in PowerPoint is required.
• This position is an important role to our Minneapolis office and is relied upon to ensure that our office and the BEI team runs smoothly.