Executive Assistant

Hines•Boston, MA

1d•Hybrid

About The Position

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 provide high-level administrative and operational support to the Global Head of Research and broader Research leadership team. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex administrative operations, vendor relationships, contract coordination, and executive support in a fast-paced global environment. Responsibilities include, but are not limited to: Supports Research team leaders with administrative tasks. Responsibilities include but are not limited to drafting communications, facilitating contract execution, PowerPoint presentation preparation, meeting and travel coordination, general correspondence, and answering phones. Composes various documents such as correspondence, reports, and prepares charts, tables and presentations. Prepares and processes expense reports, invoices and billbacks. Manages communications and project trackers. Completes special projects as assigned. Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls. Creates, updates, and maintains departmental databases when appropriate. Coordinates complex domestic and international travel arrangements, including itineraries, logistics, expense management, and executive scheduling. Assists with vendor management activities, including onboarding, maintaining vendor records, coordinating renewals, and tracking annual contracts. Supports contract administration processes, including routing agreements for review and execution, maintaining documentation, and ensuring appropriate follow-through. Partners with internal stakeholders and external vendors to facilitate access requests, service agreements, and onboarding processes. Helps manage vendor communications and pricing discussions, escalating issues and supporting negotiations as needed. Collaborates closely with department leadership and cross-functional partners to ensure operational efficiency and continuity. Mains a high level of confidentiality and professionalism when handling sensitive information.

Requirements

High School Diploma from an accredited institution required, bachelor’s degree or equivalent experience preferred.
Four or more years of experience supporting senior leaders in a professional office environment.
Experience managing executive calendars, travel coordination, expense reporting, and administrative operations required.
Experience supporting vendor coordination, contract administration, or procurement-related activities preferred.
Experience in a real estate firm a plus.
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 prioritizes 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, Adobe Acrobat, Box.com, and DocuSign software.
Maintains strict confidentiality.
Ability to work in and foster a team environment.
Demonstrates strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
Ability to work effectively with external vendors and internal stakeholders across multiple functions.
Demonstrates professionalism and confidence when handling vendor communications and sensitive business matters.
Strong problem-solving skills with the ability to exercise discretion and independent judgment.
Experience coordinating complex travel logistics, including international travel arrangements.
Strong financial and administrative acumen related to expense processing, invoicing, and contract tracking.
Flexibility to be able to provide remote support.
Operate computer and other office equipment.
Ability to lift up to 25lbs.
Work overtime as business needs deem appropriate.

Nice To Haves

Bachelor’s degree or equivalent experience preferred.
Experience supporting vendor coordination, contract administration, or procurement-related activities preferred.
Experience in a real estate firm a plus.

Responsibilities

Supports Research team leaders with administrative tasks. Responsibilities include but are not limited to drafting communications, facilitating contract execution, PowerPoint presentation preparation, meeting and travel coordination, general correspondence, and answering phones.
Composes various documents such as correspondence, reports, and prepares charts, tables and presentations.
Prepares and processes expense reports, invoices and billbacks.
Manages communications and project trackers.
Completes special projects as assigned.
Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
Creates, updates, and maintains departmental databases when appropriate.
Coordinates complex domestic and international travel arrangements, including itineraries, logistics, expense management, and executive scheduling.
Assists with vendor management activities, including onboarding, maintaining vendor records, coordinating renewals, and tracking annual contracts.
Supports contract administration processes, including routing agreements for review and execution, maintaining documentation, and ensuring appropriate follow-through.
Partners with internal stakeholders and external vendors to facilitate access requests, service agreements, and onboarding processes.
Helps manage vendor communications and pricing discussions, escalating issues and supporting negotiations as needed.
Collaborates closely with department leadership and cross-functional partners to ensure operational efficiency and continuity.
Maintains a high level of confidentiality and professionalism when handling sensitive information.