Administrative Assistant - Human Resources

Overview

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 for 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As an Administrative Assistant at Hines, you will provide advanced administrative support to two HR Leaders: Chief People Officer (CPO) and Chief Diversity Officer (CDO). The administrative assistant to the HR Leaders will carry out responsibilities ensuring optimal organization, under the guidance of the Global HR Head of Office. This role will be proactive in HR event coordination, booking travel arrangements, calendar management, and expense reporting for the CPO & CDO. Responsibilities include, but are not limited to:

• 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.
• Prepares monthly expense reports.
• Processes invoices for HR work and projects as needed.
• 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 and special projects.
• 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.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.
• Four 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.
• 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.
• Manages and prioritize multiple tasks while meeting deadlines.
• 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.
• Hybrid 3/2 schedule and in person work on an as needed basis.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.
• Compensation: New York - $60,200 - $86,020; Houston - will be based on experience.

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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