Management Assistant

Hines•Austin, TX

6d•Hybrid

About The Position

The Management Assistant role in the Hines Austin office will provide advanced administrative support to the City Head to ensure smooth operations of the local Austin office as well as property management support to the existing commercial properties under management in Central Texas.

Requirements

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, Adobe Acrobat, Box.com, and DocuSign software.
Maintains strict confidentiality.
Ability to perform business related mathematical calculations.
Ability to work in and foster a team environment.
Types a minimum 60-WPM with accuracy.
Work indoors approximately 99% of the time and outdoors 1% of the time.
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

Responsibilities

Provides administrative support to the Austin City Head and team.
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.
Partners with the Property Manager to ensure accuracy of Billback entries, journal entries, Accounts Receivables and general ledger.
Monitors Accounts Receivables collected and engages in follow-up communication with tenants.
Assists with presentations and special projects as needed.
Establishes and maintains appropriate filing systems, both electronic and manual.
Creates, updates, and maintains departmental databases when appropriate.
Assists with providing general office support, and prepare and process expense reports.