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 an Executive Assistant with Hines, you will be responsible for providing advanced, strategic-level administrative and executive support to the Global Head of Marketing & Communications and the Senior Managing Director of Global Communications to ensure the smooth operation of the function, under limited supervision. Responsibilities include, but are not limited to:

• Provides high-level executive and operational support by coordinating, facilitating, and communicating global and cross-functional information across regions, time zones, and business lines.
• Acts as a trusted partner by proactively identifying scheduling conflicts, anticipating upcoming needs, and helping leaders prioritize time against strategic objectives.
• Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.
• Manages highly complex, constantly shifting calendars for two global executives who travel extensively across cities, countries, and time zones, ensuring seamless coordination and prioritization.
• Composes various documents such as sensitive and confidential agreements, contracts, correspondence, interoffice memos, presentations, and reports.
• Handles sensitive, confidential, and business-critical information with the highest level of discretion and judgment.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, global marketing or communications-related meetings, travel appearances, guest travel arrangements (domestic and international), meetings, interviews, and conference calls.
• Makes arrangements for special and routine meetings and lunches, including coordinating conference space, technology needs, and schedules with other departments and global stakeholders.
• Supports global travel logistics and planning, including international itineraries, and coordination across multiple time zones.
• Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions.
• Supports executive decision making by providing background materials, preparing briefing documents, and tracking follow-ups and action items.
• Assists with presentations and special projects, including those related to global marketing, branding, communications, or firm-wide initiatives.
• Establishes and maintains appropriate filing systems, both electronic and manual.
• Creates, updates, and maintains departmental databases when appropriate.
• Partners closely with internal teams, external agencies, vendors, and senior stakeholders with professionalism and confidence.
• Demonstrates strong comfort using modern and evolving technology tools to improve efficiency, communication, and collaboration.
• Embrace an AI-first mindset by proactively utilizing AI tools to enhance productivity, streamline processes, and support informed decision-making.
• Support expense management and travel coordination, including international travel, by navigating expense systems (e.g., Concur) and corporate card processes to ensure timely and accurate reimbursements.

Minimum Requirements include: 

• High School Diploma or equivalent from an accredited institution.
• College degree preferred.
• Five or more years of experience providing executive-level support to senior or C-suite leaders; experience supporting multiple senior leaders simultaneously is strongly preferred.
• Experience in a marketing or communications-focused firm and/or prior experience in commercial real estate or financial services a plus.
• 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, Adobe Acrobat, Box.com, and DocuSign software and strong aptitude for learning and adopting new technologies.
• 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.
• Flexibility to be able to provide remote support.
• Compensation: $98,000 - $132,000 + Bonus

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.

No calls or emails from third parties at this time please.