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.

This position is responsible for handling a wide range of administrative and executive support-related tasks for the Global Head of Human Resources. It requires the ability to work independently with little to-no supervision. This role will be proactive in coordinating, facilitating and communicating Human Resources functional information across the global team. Flexibility and excellent organizational skills are needed to support the executive team of diverse people and programs.

The position further requires interaction with staff members of all levels, which must be done with a high level of professionalism and discretion, in a fast-paced environment, sometimes under pressure, while remaining proactive, resourceful, and efficient. Incumbent will possess strong executive presence for both internal executives, external stakeholders or partners.

HR Ambassador:

• Support Global Head of Human Resources and Leadership team in the development and facilitation of global HR operations work including but not limited to global quarterly and annual meetings, materials coordination and dissemination post meetings.

• Attend Human Resources Leadership Team meetings; coordinate and send agenda; take minutes and distribute to the leadership team; maintain action item lists and follow-up material as needed.

• Maintains appropriate bounds of confidentiality around topics of Human Resources focus, content of work products, and access to employee-level data.

• Assist in events set-up and logistics for on and off-site activities including but not limited to special events, travel appearances, and remote meetings.

• Assists with presentations and special ad hoc projects for the global Human Resources department on an evolving basis.

• Serve as back up to other Human Resources Administrators as needed and display high level of collaboration with Administrators supporting other Leaders in the business.

Time and Meeting Management for Global Head of Human Resources:

• Strategic schedule management based on up-to-date priorities, with limited oversight: schedule meetings, travel, and events to enable high productivity and value for time spent for Global Head of Human Resources.

• Prepare Global Head of Human Resources for meetings and events by clarifying purpose of each meeting, assemble background material, do relevant research and prepare talking points and briefings where needed.

• Exercise discretion and judgment with handling sensitive information and prioritizing urgent matters for the Global Head of Human Resources.

• Understand the organization’s structure, key personalities and stakeholders, and dynamics to make informed scheduling decisions.

• Have a strong familiarity with the leader’s expectations regarding responsiveness, including timely replies and proactive communication.

• Align with Global Head of Human Resources preferred working style, such as checking emails on weekends and being physically present in the office when required.

Travel Support:

• Book travel for Global Head of Human Resources per Business Travel policy, including complicated travel agendas crossing multiple time zones and countries.
• High grasp of travel and logistics expertise - knowledge of airports, time zones, layover management to optimize travel bookings and itineraries for Global Head of Human Resources.
• On-call availability required to monitor and respond to texts, especially during tight connections, delays, or canceled flights, ensuring continuous support.

Human Resources Administrative Support:

• Co-manage arrangements with other Administrators for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Prepare monthly expense reports for Global Head of Human Resources and other Human Resources Leadership Team members as identified and submit for processing in a timely manner.
• Process invoices for HR work and projects as needed in a timely manner.
• Circulate documents via DocuSign for Global Head of Human Resources and Human Resources Leadership Team signatures and approvals as needed.

Minimum Requirements include:

• Preferred Bachelor’s degree from an accredited institution.

• 10 or more years of administrative experience, including 5 years supporting C-suite executives at the executive level.

• Proactive and solution-oriented approach to challenges.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Exceptional attention to detail and time management skills.
• Ability to work independently while maintaining high levels of teamwork and collaboration.
• Proficiency with productivity tools such as Microsoft Office Suite.

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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