Executive Assistant

				Overview:

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.

Responsibilities:

As an Executive Assistant with Hines, you will be responsible for providing advanced, strategic-level administrative and executive support to the Global Head of Marketing & Communications and the Senior Managing Director of Global Communications to ensure the smooth operation of the function, under limited supervision. Responsibilities include, but are not limited to:

* Provides high-level executive and operational support by coordinating, facilitating, and communicating global and cross-functional information across regions, time zones, and business lines.
* Acts as a trusted partner by proactively identifying scheduling conflicts, anticipating upcoming needs, and helping leaders prioritize time against strategic objectives.
* Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.
* Manages highly complex, constantly shifting calendars for two global executives who travel extensively across cities, countries, and time zones, ensuring seamless coordination and prioritization.
* Composes various documents such as sensitive and confidential agreements, contracts, correspondence, interoffice memos, presentations, and reports.
* Handles sensitive, confidential, and business-critical information with the highest level of discretion and judgment.
* Coordinates special activities and functions such as Hines conferences, client conferences and special events, global marketing or communications-related meetings, travel appearances, guest travel arrangements (domestic and international), meetings, interviews, and conference calls.
* Makes arrangements for special and routine meetings and lunches, including coordinating conference space, technology needs, and schedules with other departments and global stakeholders.
* Supports global travel logistics and planning, including international itineraries, and coordination across multiple time zones.
* Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions.
* Supports executive decision making by providing background materials, preparing briefing documents, and tracking follow-ups and action items.
* Assists with presentations and special projects, including those related to global marketing, branding, communications, or firm-wide initiatives.
* Establishes and maintains appropriate filing systems, both electronic and manual.
* Creates, updates, and maintains departmental databases when appropriate.
* Partners closely with internal teams, external agencies, vendors, and senior stakeholders with professionalism and confidence.
* Demonstrates strong comfort using modern and evolving technology tools to improve efficiency, communication, and collaboration.
* Embrace an AI-first mindset by proactively utilizing AI tools to enhance productivity, streamline processes, and support informed decision-making.
* Support expense management and travel coordination, including international travel, by navigating expense systems (e.g., Concur) and corporate card processes to ensure timely and accurate reimbursements.

Qualifications:

Minimum Requirements include: 

* High School Diploma or equivalent from an accredited institution.
* College degree preferred.
* Five or more years of experience providing executive-level support to senior or C-suite leaders; experience supporting multiple senior leaders simultaneously is strongly preferred.
* Experience in a marketing or communications-focused firm and/or prior experience in commercial real estate or financial services 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 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 and strong aptitude for learning and adopting new technologies.
* 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.
* We value in-person collaboration and team connection. This role is expected to be in the office the majority of the week (usually 4 days), with some flexibility.
* Work indoors approximately 99% of the time and outdoors 1% of the time.
* Compensation: $98,000 - $132,000 + Bonus
			

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