Administrative Assistant/Conference Facilities Specialist

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 Administrative Assistant with Hines, you will provide advanced administrative and clerical support to ensure the smooth operation of an assigned area. This position will support multiple individuals. Responsibilities include, but are not limited to:

• Serve as the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.

• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.  

• Coordinate activities for assigned team members such as travel arrangements, meetings, interviews, and conference calls.

• As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables. 

• Manage, organize, and distribute record drawings and specification binders.

• Assist in preparing presentations.

• Establish and maintain appropriate filing systems, both manual and electronic; handle confidential files and reports with discretion.

• Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.

• Create, update, and maintain departmental databases when appropriate.

• Complete special projects to support assigned area.

• Prepare and process expense reports.

• Maintain office and kitchen supply inventory.

• Prepare both internal and external mail, including special handling packages and mailing lists. Distribute mail and faxes as needed.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.
• Two to five years of experience in an administrative role in a professional office environment.

• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.

• Demonstrate strong initiative and customer service orientation.

• Interact with employees, visitors and vendors with poise and diplomacy.

• Interpret instructions in written, oral, and diagrammatic or schedule form.

• Ability to manage and prioritize multiple tasks while meeting deadlines.

• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.

• Demonstrate sound judgment and make independent decisions in routine situations.

• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.

• Type a minimum 60-WPM with accuracy.

• Ability to perform business related mathematical calculations.

• Strong verbal and written communication skills.

• Demonstrate strong attention to detail and proofreading abilities.

• Ability to work in a team environment.

• Maintain strict confidentiality.

• Operate personal computer and other office equipment.

• Ability to lift up to 25lbs.

• Work overtime as business needs deem appropriate.

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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