JLL Client Team Executive Support
The Role
We're seeking an exceptional Executive Assistant to partner with our Nordics Senior Leaders—a role that demands excellence, resilience, and strategic thinking in equal measure. This position goes beyond traditional administrative responsibilities: it sits at the intersection of executive operations, high-level stakeholder engagement, and strategic event orchestration across the Nordic region.
Operating in a fast-paced, high-stakes environment, you'll manage complex priorities across multiple time zones while maintaining unwavering attention to detail and professional composure. The ideal candidate will demonstrate natural aptitude for prioritization, efficiency, and continuous improvement—someone who embraces complexity, refines processes proactively, and thrives in demanding situations.
Key Responsibilities
- Executive Partnership & Strategic Support
- Act as right hand to the Nordics Senior Leaders, managing commitments, anticipating needs, and preparing briefings and talking points.
- Provide comprehensive calendar management across multiple time zones, taking a forward-planning approach that accounts for preparation and travel time, and aligns with strategic priorities.
- Proactively coordinate with internal and external stakeholders to resolve scheduling conflicts efficiently while building strong relationships with Executive Assistants across JLL's global offices.
- Multi-Market Portfolio Coordination
- Serve as the central coordination point across multiple Nordic country offices, balancing the executives' time, presence, and priorities equitably across different regional hubs.
- Schedule meetings independently, liaising with key clients and partners, and ensuring alignment across diverse geographic markets within the Nordic region.
- Urgency & Complexity Management
- Navigate fast-changing environments and manage cross-border operational challenges with composure and efficiency.
- Serve as a central coordination point during critical situations, demonstrating proven ability to manage high-pressure situations and shifting priorities while maintaining exceptional organizational standards.
- Executive-Level Event & Hub Management
- Lead end-to-end organization of high-profile events including executive roundtables, customer engagements, and industry forums.
- Support major local office milestones or expansions.
- Plan and execute senior leadership meetings with meticulous attention to detail: book meeting rooms, prepare agendas, collate relevant documents and pipelines, coordinate logistics, take and distribute minutes, and follow up on action items.
- Support team events by obtaining approvals, securing cost-effective options, maintaining attendee lists, tracking costs, and ensuring seamless execution.
- High-Level Meetings & Matrix Representation
- Coordinate meetings with C-level executives, acting as an ambassador of the executive office.
- Manage communications and alignment between local country teams, Regional Operating Units, and other stakeholders across the matrix organization.
- Build and lead a best-in-class EA network across the Nordics, integrated with the wider JLL business.
- Public Relations & Stakeholder Engagement
- Support executives in managing relationships with external stakeholders, institutions, and partners.
- Partner closely with the Chief of Staff and communications team to ensure effective organizational communication.
- Support planning for board meetings, extended leadership team meetings, and town halls.
- Prepare scripts for senior leaders in advance and ensure adequate preparation time is scheduled.
- Operational Excellence
- Manage complex, multi-time-zone calendars and coordinate intricate international travel itineraries across the Nordic region, including flights, accommodation, ground transportation, and detailed itineraries.
- Track cross-regional deliverables and manage expenses by implementing JLL's travel and expense processes, ensuring timely receipt submission, serving as liaison between the expenses processing hub and relevant teams, and resolving T&E queries.
- Review and authorize expenses on behalf of senior leaders and approve invoices in line with Delegation of Authority processes.
- Ensure travel plans align seamlessly with meeting schedules while identifying cost-effective, sustainable options in compliance with JLL and client travel policies.
- Inbox Management
- Monitor and manage designated inboxes using structured systems to prioritize urgent communications, flag critical messages, and draft timely responses.
- Maintain organized filing systems using folders, tags, and filters for easy retrieval.
- Assess urgency and importance, routing emails appropriately and escalating matters requiring direct senior leadership attention.
- Draft professional correspondence on behalf of senior leaders and collaborate with stakeholders to gather input and secure necessary approvals.
- Document Production & Confidentiality
- Format and process high-quality documents and presentations for clients, board meetings, and departmental reviews using Word and PowerPoint. Handle sensitive and confidential information with absolute discretion while developing strong working relationships with clients, colleagues, and fellow assistants across the organization.
- Team Leadership & Development
- Support career development by identifying learning opportunities and providing resource management to ensure business continuity during absences.
- Provide effective cover collaboratively with other Business Support Administrators when required to ensure senior teams have suitable support.
- General Team Support
- Proactively manage administrative tasks for onboarding and offboarding, coordinating with IT, facilities, and HR to set up equipment, systems, security access, and lockers.
- Monitor business support issues including IT tickets, HR queries, and mandatory training completion.
- Maintain accurate electronic filing, archiving, document scanning, postal services, and courier coordination.
Required Qualifications
- 5+ years of experience supporting C-level or senior executives (preferably in tech/SaaS, professional services, or multinational corporate environments)
- Proven ability to manage high-pressure situations and shifting priorities
- Strong experience organizing executive-level events
- Exceptional organizational skills and discretion
- Extensive international travel management experience
- Demonstrated ability to work independently with minimal supervision
- Experience managing global senior leadership meetings across multiple time zones
- Excellent written and verbal communication skills in English
Preferred Qualifications
- Strong executive presence and communication skills
- Experience in PR, institutional engagement, or executive communications
- Advanced proficiency with Google Workspace or Microsoft Office (including Word, Excel, Teams, SharePoint, and PowerPoint)
- Proactive, independent mindset with natural ability to anticipate needs
- Analytical capability to gather and synthesize data for reports and solve administrative challenges
- Sound judgment when responding to senior executive needs internally and externally
- Flexible approach to work, including early starts and late finishes when necessary
- Excellent telephone manner and interpersonal skills across diverse audiences
- Cheerful, positive attitude with genuine enthusiasm for the work
- Strong team player who builds effective relationships and fosters collaboration
- Highly respected by colleagues and serves as a positive role model
- Calm under pressure with resilient composure
- Strategic thinking combined with meticulous execution
- Continuous improver who refines processes and enhances efficiency
- This role offers a unique opportunity to operate at the intersection of executive operations, stakeholder engagement, and strategic business support across the Nordic region.
- If you're ready to support leadership that's shaping the future of real estate, we'd love to hear from you.
