Virtual EA

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.News & World Report’s Best Companies to Work For in 2024. Responsibilities As an Executive Assistant with Hines, you will provide high-level administrative and operational support to the Global Head of Research and broader Research leadership team. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex administrative operations, vendor relationships, contract coordination, and executive support in a fast-paced global environment. Supports Research team leaders with administrative tasks. Responsibilities include but are not limited to drafting communications, facilitating contract execution, PowerPoint presentation preparation, meeting and travel coordination, general correspondence, and answering phones.
Composes various documents such as correspondence, reports, and prepares charts, tables and presentations.
Manages communications and project trackers.
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, interviews, and conference calls.
Creates, updates, and maintains departmental databases when appropriate.
Coordinates complex domestic and international travel arrangements, including itineraries, logistics, expense management, and executive scheduling.
Supports contract administration processes, including routing agreements for review and execution, maintaining documentation, and ensuring appropriate follow-through.
Helps manage vendor communications and pricing discussions, escalating issues and supporting negotiations as needed.
High School Diploma from an accredited institution required, bachelor’s degree or equivalent experience preferred.
Four or more years of experience supporting senior leaders in a professional office environment.
Experience managing executive calendars, travel coordination, expense reporting, and administrative operations required.
Experience supporting vendor coordination, contract administration, or procurement-related activities preferred.
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.
Advanced proficiency in Microsoft Office, Adobe Acrobat, Box.com, and DocuSign software.
Demonstrates strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
Experience coordinating complex travel logistics, including international travel arrangements.
Strong financial and administrative acumen related to expense processing, invoicing, and contract tracking.
Flexibility to be able to provide remote support.
Operate computer and other office equipment.
Work overtime as business needs deem appropriate.
We are an equal opportunity employer and support workforce diversity.

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