Executive Assistant

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.

This Executive Assistant role will provide proactive, high‑level administrative and organisational support to senior leadership, enabling effective decision‑making and operational efficiency. The role encompasses extensive calendar and stakeholder management, meeting and travel co‑ordination, information and document preparation, and acting as a key point of contact across the business. It involves anticipating needs, streamlining workflows, managing communications, safeguarding priorities, and ensuring smooth execution of day‑to‑day and strategic activities.

Specifically, the role will support the Global Head of Institutional Investor Solutions as well as European Head of Institutional Investor Solutions. Selectively, the Executive Assistant will also support senior members of the European Institutional Investor Solutions team as required.

Responsibilities include, but are not limited to:

• Serve as the administrative coordinator and support to the global and European team leaders and select senior team members of the European team.
• Screening and placing calls to internal and external contacts, with an appropriate developed appreciation for importance and priority (e.g. internal hierarchy, major partners).
• Manage complex and frequently changing calendars across multiple time zones, including liaising with internal and external contacts to arrange meetings, conference calls, etc.
• Global travel and accommodation booking, including necessary travel visas and short notice revisions; proactive research and presentation of options, using initiative to anticipate requirements and look for optimal cost‑effective solutions in adherence with the Hines travel and expense policy.
• Compile and manage expense reporting and process.
• Selectively preparing PowerPoint presentations and refining presentations prepared by the executives.
• Liaising with IT to resolve any tech queries.
• Organizing events and team-building activities when required.
• General administrative duties including printing and binding.
• Maintaining contact lists and an effective filing system of email traffic as well as logging information to the Firm’s CRM Salesforce.

Minimum Requirements include:

• Agile ways of working, responsive to the needs and working patterns of the individual executive.
• Pro‑active, self‑motivated and adept at using own initiative to be most effective.
• Resourceful with a can‑do attitude.
• Flexible regarding changes in priorities, schedules and tasks.
• Ability to assertively, efficiently and calmly multi‑task and prioritise.
• Attention and absolute care for detail.
• Positive, high level of energy and contribution to team spirit.
• Ability to support remote manager and team members.
• Absolute loyalty, discretion and tact.
• Excellent written and verbal communication skills, with the ability to communicate effectively at all levels.
• Senior level/Board level experience as will be dealing with Senior Hines leaders and their EAs.
• Team player with ability to establish and maintain positive relationships with colleagues and clients.
• Advanced proficiency in Microsoft Office software, including Outlook, Word, PowerPoint and Excel, incl. ability to prepare presentations using PowerPoint.
• Technology savvy, including ability to use AI for fast problem solving and experience with CRM tools.
• Ability to compose various correspondence, documents and reports using proper format, punctuation, grammar, and style.
• German language skills advantageous but not required.

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion 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. We are an equal opportunity employer and support workforce diversity.