Executive Assistant / Team Assistant

Overview:

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

Responsibilities:

Hines is seeking a highly organised and proactive Executive Team Assistant and Office Manager to join our vibrant, dynamic, and innovative team in Sydney Office.

Working alongside the Senior Managing Director, you will play a crucial role in supporting the Senior Leadership Team and ensuring that the office operations run smoothly on a day-to-day basis. This role plays an integral part in the business, providing comprehensive administrative and operational support to the Hines Australia Team, enabling them to focus on their core responsibilities. Responsibilities include, but are not limited to:

• Act as the primary point of contact to assist the coordination of complex schedules and enquiries
• Assist in high level calendar management, including scheduling meetings, booking venues, coordinating travel itineraries and travel visas for the Senior Managing Director
• Coordinate special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Handle business correspondence and confidential documents in a professional manner
• Assist in composing various documents such as presentations, agreements, contracts, and emails
• Coordinate Leadership Team Meeting Agendas and follow up on Action Items
• Draft internal and external communications on behalf of the Senior Managing Director
• Coordinate high level asset tour itineraries for internal and external stakeholders
• Work collaboratively with other Executive Assistants within Hines APAC region and Hines Globally
• Expense management for the Senior Managing Director in Expensify

• Maintain office facilities and functionality, and co-ordinate with building management as required, including overseeing our tenancy agreement
• Serve as primary point of contact for all employees regarding facility related issues and concerns.
• Support the onboarding process of new joiners (working with Senior Manager People and Culture and IT team for equipment ordering and setup)
• Coordinate attendees and facilities for meetings (e.g., room bookings, video conferencing, catering etc.)
• Maintain office operations, office expenses and invoices.
• First point of contact for visitors when they arrive at the office and overseeing all guest welcome duties including greeting guests, directing visitors and clients to appropriate staff.
• Accept and sort mail packages and sending mail and shipments
• In collaboration with IT and Finance, supervise the maintenance and inventory of the office IT Equipment.
• Coordinate the expansion / reduction or modification of office space when required
• Monitor and order office supplies i.e., stationery, consumables, IT, and office equipment.
• Coordinate the distribution of Office Management information to internal parties as required
• Coordinate office activities and events, and liaise with vendors both internal and external
• Establish and maintain appropriate filing systems, both manual and electronic.
• Create, update and maintain teams databases and email distribution lists when appropriate.
• Provide ad-hoc and general support to the team when necessary.

• Collation and storage of documentation for compliance, Co Sec, HR and team.
• Compile, collate and distribute agendas, reports, action items and papers/presentations for the Sydney based team members as required
• Assist with corporate and project level expense management and payments processing as required
• Support the Senior Manager People & Culture and Finance Director to establish, implement, and coordinate office operations, policies, procedures, and practice
• Assist the Sydney team with Docusign execution of various deeds, contracts, documents
• Support the Finance Director with Co Sec duties, including entity registration registrations and renewals with ASIC
• Facilitate Group initiatives on the promotion and implementation of company events including Hines Employee Resource Group events and Hines Global DEI Events for Hines Australia as required
• Assist in the preparation, formatting and amendment of draft material and correspondence including memos, reports and presentations when required

Qualifications:

Minimum Requirements include:

• Five or more years’ experience, in a similar office management / admin support role
• Assisting in maintaining a positive culture and employee experience
• Exercise discretion and maintain high degree of confidentiality
• Exceptional communication and interpersonal skills
• Able to work as part of a team and to complete duties without close supervision
• Highly organised
• Ability to remain calm under pressure.
• Ability to build relationships with colleagues at all levels of the organisation
• Strong client orientated approach.
• Willingness to take a proactive approach to general office duties
• Ability to multi-task with a strong attention to detail
• Able to take initiative, solve problems and adapt priorities as required
• Intermediate/Advanced software knowledge with a Focus on Microsoft Suite including Outlook, Word, PowerPoint, and Excel & PowerPoint
• Positive and can-do attitude
• A passion for doing good to local communities and initiating team projects

Closing:

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.

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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