Executive Assistant

$90,000 - $110,000/Yr

Hines - New York, NY

Full-time - Mid Level

New York, NY

1,001-5,000 employees

Real Estate

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 for 2024. As an Executive Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership to ensure the smooth operation of the area, under limited supervision. This role is crucial in maintaining the efficiency and effectiveness of the executive team, allowing them to focus on strategic initiatives and decision-making. Your responsibilities will include coordinating, facilitating, and communicating regional information, making detailed travel arrangements for routine and special meetings, and completing monthly expense reports for team members. You will also be responsible for composing various documents such as agreements, contracts, correspondence, presentations, reports, and agendas. Additionally, you will coordinate special activities and functions such as Hines conferences, client conferences, and special events, ensuring that all logistics are handled seamlessly. In this role, you will establish and maintain appropriate filing systems, both electronic and manual, and create, update, and maintain departmental databases when appropriate. Your ability to manage multiple tasks while meeting deadlines will be essential, as will your strong attention to detail and proofreading abilities. You will interact with executives, employees, visitors, and vendors with professionalism and diplomacy, making sound judgments and independent decisions in routine situations. This position offers a unique opportunity to contribute to the success of Hines while developing your skills in a dynamic and supportive environment.

Responsibilities

• Provides administrative support by coordinating, facilitating, and communicating regional information.
• Makes detailed travel arrangements for routine and special meetings and lunches, including coordinating conference space and schedules with other departments.
• Completes monthly expense reports for team members, tracks and organizes expenses.
• Enters expenses in the Hines Reporting System.
• Forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information.
• Composes various documents such as agreements, contracts, correspondence, presentations, reports and agendas.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• 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 from an accredited institution; College degree preferred.
• Five 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 Suite, Adobe Acrobat, Box.com 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.
• Operates personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.

Benefits

• Comprehensive training
• Competitive compensation
• Robust benefits
• Generous vacation packages