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 Executive Administrator, this role will provide advanced administrative support to multiple Human Resources Leadership team members including the Head of Talent and Human Resources – Americas, the Head of Total Rewards, and others as identified. The Administrator will carry out responsibilities ensuring optimal organization for the Leadership team by assessing and effectively managing their time across competing priorities. This role will be proactive in Human Resources event coordination, booking travel arrangements, calendar management, and expense reporting for the Human Resources Leadership Team members, and will serve as a backup for the Administrator to the Global Head of Human Resources.

• Strategic schedule management based on up-to-date priorities with limited oversight: schedules meetings, travel, and events to enable high productivity and value for time spent.
• Maintain individual and team calendars.
• Attend regular team status meetings and maintain/circulate agendas, status reports and notes.
• Prepares monthly expense reports for multiple HR Leadership team members.
• Processes invoices for HR work and projects as needed.
• Co-coordinates special activities and functions such as Hines HR conferences, client conferences, special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Coordinates special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Assists with presentations, document preparation and special projects as needed.
• Maintains appropriate bounds of confidentiality around topics of HR focus, content of work products, and access to employee-level data.
• Circulates documents via DocuSign for HR leaders' signatures and approvals as needed.
• Serve as back up to other HR Administrators as needed and display high level of collaboration with Administrators supporting other Leaders in the business.
• Serve as departmental liaison with Office Services.

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.
• Five or more years of experience in an executive administrative role in a professional office environment.
• Some experience and demonstrated interest in a field such as HR, teaching, psychology, or humanities is preferred.
• Ability to manage multiple and competing priorities while meeting deadlines or responding in a timely manner.
• Communicates effectively both verbally and written.
• Demonstrates strong attention to detail and proofreading abilities.
• Demonstrates strong initiative, critical thinking, strong work ethic and customer service orientation.
• 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 lift up to 25lbs.
• Work overtime as business needs deem appropriate.

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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