Executive Assistant

Hines; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Hines is seeking a dedicated Executive Assistant to support the Market Leader in the Midwest U.S. and Canada. This role requires advanced administrative skills, a strong customer service orientation, and the ability to handle various tasks efficiently. You will be responsible for managing schedules, travel arrangements, and facilitating communications, ensuring that operations run smoothly in a dynamic environment. If you thrive in supportive roles aimed at enhancing executive productivity within a global real estate investment management firm, this is the position for you.

Benefits

Comprehensive training

Competitive compensation

Robust benefits

Generous vacation packages

Qualifications

• Five or more years of experience in a high level administrative role.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Strong initiative and professional demeanor.

Responsibilities

• Provide advanced administrative support to the Market Leader.
• Coordinate and schedule meetings across multiple time zones.
• Manage detailed travel arrangements and prepare expense reports.

Skills

Customer service orientation

Attention to detail

Verbal communication

Written communication

Organizational skills

Education

High School Diploma

Administrative Professional Certificate

Tools

Microsoft Office

Job description

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 Executive Assistant with Hines, you will provide advanced administrative support to the Market Leader of the Midwest U.S. and Canada to ensure the smooth operation of the region, under limited supervision. Responsibilities include, but are not limited to:

• Provides administrative support by coordinating, facilitating, scheduling and communicating meetings, conference calls and other events across multiple time zones, within the firm and with outside parties.
• Makes detailed travel arrangements for routine and special meetings and lunches, including coordinating conference space and schedules with other departments.
• Completes monthly expense reports, 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, and interviews.
• Creates, updates, and maintains departmental databases when appropriate.
• Establish and maintain appropriate filing systems, both manual and electronic; handle confidential files and reports with discretion.
• Assists with special projects.

Qualifications

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution, post-secondary degree preferred.
• Administrative Professional Certificate or equivalent experience.
• Five or more years of experience in a high level administrative role serving a senior executive 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.
• 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.
• Work indoors approximately 99% of the time and outdoors 1% of the time.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.
• This role will require you to be in the office 5 days a week.

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.

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