Job 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, 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. Responsibilities:
We are seeking a highly organized and proactive Executive Assistant to support the Co-Heads of Investment Management (based in the U.S. and Singapore) and the Chief Operating Officer-Investment and Strategy (based in London). This London-based role is critical for managing European scheduling and coordination, ensuring seamless support across global time zones.
Hours are 9:00am to 6:00pm Monday to Friday. Occasionally, irregular hours may be required and flexibility with regard to arriving before 9:00am and/or staying beyond 6:00pm is essential.
Manage complex calendars across multiple time zones, including liaising with internal and external contacts to arrange meetings, conference calls, etc.
Arrange large internal virtual meetings, including management of attendees, ensuring correct functionality is in place with support from IT as needed.
Organize internal conference calls with large number of participants across various time zones.
Coordinate closely with colleagues supporting the Co-Heads in the U.S. and Singapore to ensure global alignment.
Act as the central point of contact for scheduling meetings for the Co-Heads with their European team members and other European stakeholders, and for detailed scheduling of trips to Europe.
Compile and manage expense reporting and process.
Organize meetings, video conferences, and travel arrangements.
Act as local point of contact and local support for other Investment & Strategy executives visiting the London office
Provide light-touch support, e.g. complex meeting scheduling or travel arrangements, for up to two Managing Directors
Maintain confidentiality and handle sensitive information with discretion.
Support ad hoc projects and initiatives as required by the COO. Qualifications:
Minimum Requirements include:

• Five or more years' experience in an executive administrative role in a professional office environment.

Advanced proficiency in Microsoft Office software.
Ability to compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
Some experience in real estate investment environment useful, not essential.
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 with regard to changes in priorities, schedules and tasks.
Ability to assertively, efficiently and calmly multi-task and prioritise.
Attention and care for detail.
Positive, high level of energy and contribution to team spirit.
Loyalty, discretion and tact. Closing:
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 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. Includes 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.

Skills Required