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Job Description: Executive Assistant – India General Counsel
Department: Legal & Compliance
Location: Gurgaon
Reports To: India General Counsel
About JLL
JLL (NYSE: JLL) is a leading professional services firm specializing in real estate and investment management. A Fortune 500 company with annual revenue of $19.4 billion, operations in over 80 countries, and a global workforce of more than 104,542 as of 2025.
What This Job Involves
Position Overview
The Executive Assistant provides comprehensive administrative and operational support to the India General Counsel. This role focuses on vendor management, financial coordination, meeting administration, and event logistics to ensure smooth legal operations across JLL India entities.
Key Responsibilities
1. Vendor & Payment Management
Manage end-to-end payment lifecycle for external law firms handling litigation matters
Process and initiate payment requests through internal systems
Track payment status and follow up with Finance, Accounts, and payable teams
Coordinate invoice corrections with vendors (dates, entity names, GSTIN, PAN)
Ensure GST compliance before processing invoices
Manage vendor registration and activation in systems
Request chartfield amendments for vouchers as needed
2. Financial Provision Coordination
Request and compile monthly financial provisions from all business units (JLLBO, Brightstone, JLLIFM, JLLPCE)
Ensure compliance with deadlines, formats, and approval requirements
Manage both mid-month and year-end provision cycles
Submit monthly provision statements with supporting documentation to Finance
Coordinate year-end closure provisions
3. Meeting Administration
Distribute Minutes of Meeting (MoM) for Legal & Compliance team reviews
Follow up on action items and secure sign-offs from relevant stakeholders
Coordinate review cycles and updates
4. Event & Travel Coordination
Organize corporate events, including the India Legal Summit
Arrange transportation and travel logistics for senior leadership
Manage cab bookings for Legal & Compliance team travel
5. Additional Responsibilities
Process corporate credit card payments
Support recruitment activities for the Legal team
Coordinate Legal team marketing initiatives with external platforms and internal MarCom
Required Skills & Competencies
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
Desired Qualifications
Education: Graduate or professional certification in Office Administration
Experience: Prior 3-5 years’ experience in professional services environment
Exposure to supporting senior leadership teams
Experience working in multi-entity or matrix organizations
Technical Skills: Knowledge of procurement and vendor onboarding processes
Experience with ERP systems (SAP, Oracle, or similar)
Specialized Knowledge: Understanding of Indian GST regulations and compliance requirements
Familiarity with invoicing and payment structures
Knowledge of financial provision and accrual processes
Soft Skills:
Proficiency in English with excellent verbal and written communication skills
Ability to adopt AI technologies and automation
Willingness to travel within India for official…