Management Assistant - New York, United States - Hines

Hines

Verified Company

New York, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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 a Management Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership in the Global Marketing & Communications department to ensure the efficient operation of the team.

This role supports the Senior Vice President, Marketing & Communications along with other function Vice Presidents (two) based in the New York office.

Provides administrative support to the Senior Vice President/Vice President, Marketing & Communications by coordinating, facilitating, and communicating department information including managing calendars and meeting requests among Central staff/Regional CEO assistants, City Heads, as well as project and business line leadership among the various company areas. Composes, updates, and edits various team documents such as PowerPoint presentations, correspondence, and reports.- Coordinates attendance at Hines conferences, client conferences and special events, travel arrangements, meetings, interviews, and conference calls and hybrid meetings.- Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.- Assists with special projects as needed.- Establishes and maintains appropriate electronic filing systems.- Assists with providing general office support in New York for out-of-town Marketing & Communications team members and guests.- Manage expense reporting on SVP/VPs behalf, tracking personal vs business expenses.

Qualifications:

Minimum Requirements include:

High School Diploma or equivalent from an accredited institution; College degree preferred.
Four or more years of experience in an executive administrative role in a professional office environment.
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.
Maintains strict confidentiality.
Ability to perform business related mathematical calculations.
Ability to work in and foster a team environment.
Flexibility to be able to provide remote support.
Operate personal computer and other office equipment.
Ability to lift up to 25lbs.
Work overtime as business needs deem appropriate.
Compensation: $69,800 $90,700.