Virtual EA

Hines Executive Assistant

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. 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.

Our diverse portfolio spans $93.2 billion 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. We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.