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Management Assistant

4 weeks ago

New York, United States Hines Full time

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 for 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 in the Global Marketing & Communications department to ensure the efficient operation of the team. This role supports the Senior Vice President, Marketing & Communications along with other function Vice Presidents (two) based in the New York office.Provides administrative support to the Senior Vice President/Vice President, Marketing & Communications by coordinating, facilitating, and communicating department information including managing calendars and meeting requests among Central staff/Regional CEO assistants, City Heads, as well as project and business line leadership among the various company areas.-
- Composes, updates, and edits various team documents such as PowerPoint presentations, correspondence, and reports.- Coordinates attendance at Hines conferences, client conferences and special events, travel arrangements, meetings, interviews, and conference calls and hybrid meetings.- Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.- Assists with special projects as needed.- Establishes and maintains appropriate electronic filing systems.- Assists with providing general office support in New York for out-of-town Marketing & Communications team members and guests.- Manage expense reporting on SVP/VPs behalf, tracking personal vs business expenses.

Qualifications:
Minimum Requirements include:

- High School Diploma or equivalent from an accredited institution; College degree preferred.
- 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.-
- Maintains strict confidentiality.- Ability to perform business related mathematical calculations.- Ability to work in and foster a team environment.- Flexibility to be able to provide remote support.- Operate personal computer and other office equipment.- Ability to lift up to 25lbs.- Work overtime as business needs deem appropriate.
- Compensation: $69,800 - $90,700.

Closing:

- We are an equal opportunity employer and support workforce diversity._

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