Executive Assistant

Overview

The Executive Assistant provides administrative and operational support to the India General Counsel, focusing on vendor management, financial coordination, meeting administration, and event logistics across JLL India entities.

What you'll do

• Manage the end-to-end payment lifecycle for external law firms handling litigation matters.
• Process and initiate payment requests through internal systems and track payment status with Finance, Accounts and payable teams.
• Coordinate invoice corrections with vendors (dates, entity names, GSTIN, PAN) and ensure GST compliance before processing invoices.
• Manage vendor registration and activation in systems and request chartfield amendments for vouchers as needed.
• Request and compile monthly financial provisions from all business units (JLLBO, Brightstone, JLLIFM, JLLPCE), ensuring compliance with deadlines, formats and approval requirements.
• Manage mid-month and year-end provision cycles, submit monthly provision statements with supporting documentation to Finance, and coordinate year-end closure provisions.
• Distribute Minutes of Meeting (MoM) for Legal & Compliance team reviews, follow up on action items and secure sign-offs from stakeholders.
• Organize corporate events, including the India Legal Summit.
• Arrange transportation and travel logistics for senior leadership and manage cab bookings for Legal & Compliance team travel.
• Process corporate credit card payments.
• Support recruitment activities for the Legal team.
• Coordinate Legal team marketing initiatives with external platforms and internal MarCom.

What you'll need

• Strong organizational and multitasking abilities.
• Excellent follow-up and stakeholder management skills.
• Attention to detail, especially in financial and compliance documentation.
• Proficiency in MS Office and internal financial systems.
• Effective written and verbal communication.
• Ability to work independently and manage multiple deadlines.

Nice to have

• Graduate or professional certification in Office Administration.
• Prior 3-5 years' experience in a professional services environment.
• Exposure to supporting senior leadership teams.
• Experience working in multi-entity or matrix organizations.
• Knowledge of procurement and vendor onboarding processes.
• Experience with ERP systems (SAP, Oracle, or similar).
• Understanding of Indian GST regulations and compliance requirements.
• Familiarity with invoicing and payment structures.
• Knowledge of financial provision and accrual processes.
• Proficiency in English with excellent verbal and written communication skills.
• Ability to adopt AI technologies and automation.
• Willingness to travel within India for official work.
• Proactive problem-solving approach.
• Ability to anticipate needs and work with minimal supervision.
• Strong relationship-building skills across cross-functional teams.
• Event management and logistics coordination experience.

Details

• Location: On-site, Gurugram, HR.
• Reports to the India General Counsel.
• Department: Legal & Compliance.
• Scheduled weekly hours: 40.