Management Assistant

Hines•Houston, TX

11d

About The Position

The Management Assistant provides advanced administrative support to senior leadership, under limited supervision, to help ensure the smooth operation of the area. The role coordinates and communicates regional information, handles phone and conference-call needs, prepares documents and reports, and arranges meetings, travel, conferences, and events. It also supports presentations and special projects, maintains filing systems and departmental databases, and reviews data to identify trends, draw conclusions, and suggest solutions. The position requires professionalism, discretion, strong communication and organizational skills, sound judgment, and the ability to manage multiple priorities and deadlines. Work is performed indoors approximately 99% of the time and outdoors 1% of the time. The role may require overtime as business needs dictate.

Requirements

High school diploma or equivalent.
Four or more years of experience in an executive administrative role in a professional office environment.
Compose correspondence, documents, and reports using proper format, punctuation, grammar, diction, and style.
Strong attention to detail and proofreading abilities.
Strong initiative, work ethic, and customer service orientation.
Ability to delegate as necessary.
Ability to manage and prioritize multiple tasks while meeting deadlines.
Effective verbal and written communication skills.
Sound judgment and ability to make independent decisions in routine situations.
Professional and diplomatic interactions with executives, employees, visitors, and vendors.
Advanced proficiency in Microsoft Office software.
Ability to maintain strict confidentiality.
Ability to perform business-related mathematical calculations.
Ability to work in and foster a team environment.
Type at least 60 WPM accurately.
Ability to operate a personal computer and other office equipment.
Ability to lift up to 25 pounds.
Ability to work overtime when business needs deem it appropriate.

Nice To Haves

College degree from an accredited institute preferred.

Responsibilities

Provide administrative support by coordinating, facilitating, and communicating regional information.
Answer phones, forward accurate and detailed messages, facilitate conference calls, and provide general information to callers as appropriate.
Compose agreements, contracts, correspondence, interoffice memos, presentations, and reports.
Coordinate Hines and client conferences, special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
Arrange special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
Compare sets of data, identify trends, draw conclusions, and suggest solutions.
Assist with presentations and special projects.
Establish and maintain appropriate electronic and manual filing systems.
Create, update, and maintain departmental databases when appropriate.