Senior Executive Assistant – JLL Technologies

Location: CA, Chicago, Dallas offices

What this job involves:

Property Management Technologies (PMT) — home of Building Engines and Prism — is undergoing an aggressive transformation, and we need a strategic Executive Assistant who can match that intensity. This high-trust, high-visibility position supports the President of PMT and the VP of Product by serving as a true force multiplier in a fast-paced turnaround environment. You'll be the operational backbone that enables executive-level decision-making, touching everything from board materials and organizational changes to sensitive personnel matters. This isn't about managing logistics — it's about treating the calendar as strategy, anticipating needs before they arise, and ensuring two key leaders can focus entirely on driving business transformation. If you thrive in dynamic environments where your judgment shapes outcomes and your discretion protects critical information, this role offers exceptional exposure to senior leadership and meaningful impact on PMT's future.

What your day-to-day will look like:

• You'll orchestrate complex, multi-time-zone calendars for two executives, resolving scheduling conflicts with strategic judgment that weighs priorities and business impact, not just availability.
• Your coordination of end-to-end travel arrangements and high-stakes sessions — from board updates to quarterly business reviews and leadership offsites — will ensure spaces, materials, and pre-reads are secured before anyone needs to ask.
• You'll prepare agendas for PMT leadership meetings, capture detailed minutes with action items, and track follow-through to closure, holding the team accountable to commitments.
• Formatting and polishing executive-level documents and presentations for product strategy reviews, sales structure discussions, and QBRs will be part of your regular workflow, along with creating simple dashboards and trackers that summarize outcomes, owners, and deadlines at a glance.
• You'll serve as a critical coordination point across the organization, tracking cross-functional workstreams tied to PMT initiatives and flagging scheduling conflicts, dependency risks, and bottlenecks early.
• Managing confidential business and personnel matters with absolute discretion, drafting correspondence for signature, processing expenses, and supporting governance documentation rounds out your responsibilities.
• Throughout all of this, you'll interface regularly with REMS Technology leadership offices on shared scheduling and logistics while supporting onboarding for new PMT hires and facilitating small team events.

Required Qualifications:

• 10+ years of progressive administrative experience supporting C-suite executives or business unit leaders within large, global organizations with demonstrated ability to operate in high-complexity environments
• Advanced proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams, with ability to produce polished executive-level materials independently
• Proven track record handling highly confidential information with absolute discretion, including experience with sensitive personnel matters and business-critical documentation
• Demonstrated independence and sound judgment, with ability to act effectively without complete information, anticipate needs proactively, and resolve issues without constant guidance
• Exceptional written and oral communication skills, delivering clear, concise, and professional correspondence appropriate for executive and board-level audiences
• Flexibility to work beyond standard business hours when critical business needs arise, including occasional evening or weekend availability during high-priority periods
• Bachelor's degree preferred; equivalent professional experience will be considered for candidates with exceptional track records

Preferred Qualifications:

• Daily fluency with AI tools for drafting, summarization, reporting, and workflow optimization, with demonstrated ability to identify and implement new AI applications that improve efficiency
• Experience supporting leaders through organizational transformations, turnarounds, or high-growth periods where priorities shift rapidly
• Prior experience in technology companies or PropTech environments, with understanding of product development cycles and software business operations
• Background coordinating cross-functional initiatives involving multiple stakeholders, with ability to track dependencies and proactively surface risks
• Experience preparing board-level materials and supporting governance processes, including familiarity with executive presentation standards
• Familiarity with project management or tracking tools (Asana, Monday.com, Smartsheet) to manage complex workstreams and deliverables
• Professional presence and polish suitable for representing executives in interactions with senior leadership, board members, and external stakeholders