Executive Assistant at Hines – New York, New York

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, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

As an Executive Assistant with Hines, you will be responsible for providing advanced administrative support to senior and executive leadership to ensure the smooth operation of the area, under limited supervision. Responsibilities include, but are not limited to:

• Provides administrative support by coordinating, facilitating, and communicating regional information.

• Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.

• Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports.

• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.

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

• Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions.

• Assists with presentations and special projects.

• Establishes and maintains appropriate filing systems, both electronic and manual.

• Creates, updates, and maintains departmental databases when appropriate.

Minimum Requirements include:

• High School Diploma or equivalent.

• College degree preferred from an accredited institute.

• Six or more years of experience in an executive administrative role in a professional office environment.

• Advanced knowledge of Microsoft Office, Adobe Acrobat, Box.com, and Docusign software

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

• 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.

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

• Maintains strict confidentiality.

• Ability to perform business related mathematical calculations.

• Ability to work in and foster a team environment.

• Operate personal computer and other office equipment.

• Ability to lift up to 25lbs.

• Work overtime as business needs deem appropriate.

• Compensation: $98,000 - $132,000 + Bonus

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.

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 28 countries. We manage a $92.3B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 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 June 30, 2022.

Visit www.hines.com for more information.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.