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 a Senior Executive Assistant with Hines, you will be responsible for providing advanced administrative support to two Managing Directors in Los Angeles. Responsibilities include, but are not limited to:
- Supports leader with administrative tasks. Responsibilities include but are not limited to drafting communications, PowerPoint presentation preparation, meeting and travel coordination, general correspondence, office management and advanced level of scheduling.
- Composes various documents such as correspondence, reports, and prepares charts, tables and presentations.
- Ensures office supplies meet assigned group's supply and stationary needs.
- Prepares and processes expense reports & invoices.
- Manages communications and project trackers.
- Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
- Prepare both internal and external mail, including special handling packages and mailing lists. Distribute mail and faxes as needed.
- Completes special projects as assigned.
- Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, and conference calls.
- Creates, updates, and maintains departmental databases when appropriate.
- Support and coordinate with subtenant to assist with managing subtenant office space.
- Oversee daily office operations by management administrative functions, coordinating schedules, maintain supplies, and ensuring a productive, organized, and professional work environment.
Qualifications Minimum Requirements include:
- High School Diploma from an accredited institution required, bachelor's degree or equivalent experience preferred.
- Four or more years of experience in a support role in a professional office environment.
- Experience in a real estate firm a plus.
- Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
- Demonstrates strong attention to detail and proofreading abilities.
- Manage conference room booking reservations.
- Nexus: Creates purchase order requests for facilities related expenses and projects.
- Verify, approve, and file COIs for vendors.
- Update LOB, Vendor and Staff Contact lists.
- Maintain office systems, phones, filing, supply orders, and general office organization.
- Assist with LOB Requests.
- Help coordinated in-house and outside vendor services related to the facilities operations; this includes but is not limited to, janitorial, pest control, lamping, carpentry, and maintenance contractors.
- Demonstrates strong initiative, strong work ethic, and customer service orientation.
- Ability to delegate as necessary.
- Manages and prioritizes 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 work in and foster a team environment.
- Types a minimum 60-WPM with accuracy.
- Flexibility to be able to provide remote support.
- Operate computer and other office equipment.
- Ability to lift up to 25lbs.
- Work overtime as business needs deem appropriate.
- Compensation: $91,800 - $114,800
Closing At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects - all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.
While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.
Hines is proud to be named to Fast Company's prestigious annual list of the World's Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.
We are an equal opportunity employer and support workforce diversity.
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