Management Assistant

Hines; Houston (TX); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Hines is seeking a Management Assistant in Houston to provide high-level administrative support to senior leadership. You will coordinate information, prepare documents, arrange meetings and events, and assist with presentations and projects.

Ideal candidates have 4+ years in executive administration, strong MS Office skills, excellent communication, attention to detail, and the ability to manage multiple tasks with discretion and professionalism.

Qualifications

• High School Diploma or equivalent.
• College degree preferred from an accredited institute.
• Four or more years of experience in an executive administrative role.
• 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.
• 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 software.
• Maintains strict confidentiality.
• Ability to perform business related mathematical calculations.
• Ability to work in and foster a team environment.
• Types a minimum 60-WPM with accuracy.
• Work indoors approximately 99% of the time and outdoors 1% of the time.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.

Responsibilities

• Provides administrative support by coordinating, facilitating, and communicating regional information.
• Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.
• Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions.
• Assists with presentations and special projects.
• Establishes and maintains appropriate filing systems, both electronic and manual.
• Creates, updates, and maintains departmental databases when appropriate.

Skills

Executive support

Microsoft Office

Communication

Attention to detail

Multitasking

Confidentiality

Typing 60 WPM

Teamwork

Problem solving

Education

High School Diploma or equivalent

College degree preferred

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 a Management Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership to ensure the smooth operation of the area, under limited supervision. Responsibilities include, but are not limited to:

• Provides administrative support by coordinating, facilitating, and communicating regional information.
• Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.
• Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions.
• Assists with presentations and special projects.
• Establishes and maintains appropriate filing systems, both electronic and manual.
• Creates, updates, and maintains departmental databases when appropriate.

Qualifications

Minimum Requirements include:

• High School Diploma or equivalent.
• College degree preferred from an accredited institute.
• Four or more years of experience in an executive administrative role in a professional office environment.
• 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.
• Ability to delegate as necessary.
• Manages and prioritize 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 software.
• Maintains strict confidentiality.
• Ability to perform business related mathematical calculations.
• Ability to work in and foster a team environment.
• Types a minimum 60-WPM with accuracy.
• Work indoors approximately 99% of the time and outdoors 1% of the time.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.

Closing

At Hines, we believe the built world is ultimately about people. As one of the world’s largest privately held real assets firms, we bring nearly seven decades of investment, development, and management experience to work that shapes cities and communities around the world.

Our people make that possible. Across 29 countries, more than 4,600 colleagues bring different perspectives and expertise to Hines, with opportunities to take on meaningful responsibility, learn from leaders across the business, and build a career with room to evolve. We support that journey through professional development, competitive rewards, comprehensive benefits, and a culture grounded in trust and high standards.

Hines is proud to be named to Fast Company’s annual list of the World’s Most Innovative Companies for 2024.

We are an equal opportunity employer and support workforce diversity.