Overview

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies for 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As a Management Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership in the Global Marketing & Communications department to ensure the efficient operation of the team. This role supports the Senior Vice President, Marketing & Communications along with other function Vice Presidents (two) based in the New York office.

• Provides administrative support to the Senior Vice President/Vice President, Marketing & Communications by coordinating, facilitating, and communicating department information including managing calendars and meeting requests among Central staff/Regional CEO assistants, City Heads, as well as project and business line leadership among the various company areas.

• Monitors select communication channels (email/phone), forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to senior leadership and team.

• Composes, updates, and edits various team documents such as PowerPoint presentations, correspondence, and reports.

• Coordinates attendance at Hines conferences, client conferences and special events, travel arrangements, meetings, interviews, and conference calls and hybrid meetings.

• Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.

• Assists with special projects as needed.

• Establishes and maintains appropriate electronic filing systems.

• Assists with providing general office support in New York for out-of-town Marketing & Communications team members and guests.

• Manage expense reporting on SVP/VPs behalf, tracking personal vs business expenses.

Qualifications

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution; College degree preferred. 
• Four or more years of experience in an executive administrative role in a professional office environment. 

• Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.

• Demonstrates strong attention to detail and proofreading abilities.

• Demonstrates strong initiative, strong work ethic and customer service orientation.

• Ability to delegate as necessary.

• Manages and prioritize multiple tasks while meeting deadlines.

• Communicates effectively both verbally and written.

• Demonstrates sound judgment and makes independent decisions in routine situations.

• Interacts with executives, employees, visitors and vendors with professionalism and diplomacy.

• Advanced proficiency in Microsoft Office Suite, Adobe Acrobat, Box.com software.

• Familiarity with Monday.com workflow and project management software preferred.

• Maintains strict confidentiality.

• Ability to perform business related mathematical calculations.

• Ability to work in and foster a team environment.

• Flexibility to be able to provide remote support. 

• Operate personal computer and other office equipment.

• Ability to lift up to 25lbs.

• Work overtime as business needs deem appropriate.

• Compensation: $69,800 - $90,700.

Closing

Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 30 countries. We manage a $93.2B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 857 properties totaling over 270 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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