Executive Assistant

Hines • New York, NY

24d • $98,000 - $132,000

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 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.

Requirements

• 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.

Nice To Haves

• College degree preferred from an accredited institute.

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED