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.

As the Team Assistant with Hines, you will support the Finance Director with all administrative tasks. Responsibilities include, but are not limited to:

• Organizing meetings/conferences, including preparation and collection of support materials
• Producing expense reports
• Coordinating documents for signature (wet ink or DocuSign/Smartsheet), including communication with external parties
• Tracking and following up on the status of documents being circulated
• Performing quality control of documents produced by different teams
• Assisting in the setup and creation of PowerPoint, Excel, and Word templates for various reports
• Gathering and coordinating documents with external counsel
• Liaising with other country teams and internal departments for smooth communication and workflow
• Handling general office tasks: printing, filing, archiving
• Acting as the point of contact with the accounting service provider
• Collaborating with and supporting the Luxembourg Asset Management Team
• Being part of a group of 5 team assistants, with responsibility to provide backup during absences

Operational & Compliance Support Tasks:

• Assist in providing information to auditors during PBC (Prepared By Client) inquiries, including collection of support documents from Luxembourg and local office teams
• Coordinate and monitor the collection of information required by the Depositary team, ensuring regulatory compliance in collaboration with local offices
• Collect, compile, and maintain data related to guarantees, including quarterly updates and database maintenance

Minimum Requirements include: 

• Three or more years’ experience in a similar role
• Luxembourg/International Funds administrative experience desired
• Fluency in English is required; German and/or French language skills are beneficial
• Strong communication and organizational skills
• Strong knowledge and working experience with Microsoft Office—Visio, Word, PowerPoint, Excel, Outlook. Knowledge of Smartsheet is an asset
• Ability to manage multiple deadlines and support several managers effectively
• Strong multitasking capability with a proactive, detail-oriented approach
• Ability to relate well to individuals at all levels, both internally and externally
• Demonstrates passion and energy, contributing to a positive and collaborative working environment
• Proactive, self-motivated, and adept at using initiative to drive effectiveness
• High attention to detail in all aspects of work
• Ability to prioritize and deliver high-quality output under pressure and tight deadlines
• Positive energy and active contribution to team spirit

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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