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Administrative Assistant - Events Team (Hines@Facebook)

Administrative Assistant - Events Team (Hines@Facebook)

Job ID 
US-CA-Menlo Park

More information about this job


When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.


As an Administrative Assistant with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to:


  • Work alongside the Events Services team to track and manage space request submissions for onsite meetings and event spaces
  • Manage service level agreements, email correspondence and communication for the Events Team
  • Respond to and follow up on event customer inquiries
  • Maintain team and event space calendars
  • Manage Event Team recurring meeting calendars
  • Prepare and distribute daily or weekly reservations/operations reports as requested
  • Manage the billing and invoicing of chargeable event rentals and event vendors
  • Track incoming vendor requests, event confirmations and cancellations
  • Lead a weekly event review meeting with event service providers
  • Conduct event follow-up inquires with event owners; forward evaluations and needs assessments to Event Team management
  • Produce general correspondence, create presentations and reports
  • Schedule team travel arrangements
  • May provide assistance and/or back-up coverage to onsite Event Coordinators
  • Assist with projects and perform other duties as assigned


Minimum Requirements include:


  • High school diploma or equivalent from an accredited institution
  • Two or more years in an administrative support role in a professional office environment or in a work environment associated with scheduling, conference services, events and/or meeting management
  • Experience with managing complex schedules
  • Experience in processing or tracking reservations and/or use of reservations software is preferred
  • Ability to work creatively, collaboratively and independently in developing and carrying out responsibilities
  • Ability to maintain accurate records
  • Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information
  • Ability to multi-task, prioritize, coordinate, and complete tasks
  • Strong organizational and problem solving skills
  • Strong oral and written communication skills
  • Knowledge of Microsoft Outlook calendaring
  • Knowledge of Microsoft Office programs



Hines is a privately owned global real estate investment firm founded in 1957 with a presence in 201 cities in 24 countries. Hines has approximately $111 billion of assets under management, including $60 billion for which Hines provides fiduciary investment management services, and $51 billion for which Hines provides third-party property-level services. The firm has 108 developments currently underway around the world. Historically, Hines has developed, redeveloped or acquired 1,296 properties, totaling over 422 million square feet. The firm’s current property and asset management portfolio includes 506 properties, representing over 210 million square feet. With extensive experience in investments across the risk spectrum and all property types, and a pioneering commitment to sustainability, Hines is one of the largest and most-respected real estate organizations in the world. Visit www.hines.com for more information.


We are an equal opportunity employer and support workforce diversity.


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

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