Management Assistant

Hines•Dallas, TX

42d

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 a Management Assistant with Hines, you will provide advanced administrative support to the Senior Managing Director and/or CEO of the region to ensure smooth operations of the area.

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 Senior Managing Director & CEO of the region by coordinating, facilitating, and communicating regional information including managing CEO calendar and meeting requests among Central staff/Regional CEO assistants, City Heads, as well as project and asset management leadership among the various offices and portfolios.
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.
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 per office manager’s requests.
Manage expense reporting on CEO’s behalf, tracking personal vs business expenses.