Team Assistant

at  Hines

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 the Team Assistant with Hines, you will support the Finance Director with all administrative tasks. Responsibilities include, but are not limited to:

• Organizing meetings/conferences including but not limited to preparing and collecting support materials
• Producing expense reports
• Coordinating documents for signature (wet ink or DocuSign/smartsheet), including communication with external parties
• Quality control of documents produced by different teams
• Assistance in setting up/creating powerpoint, excel and word templates for certain reports
• Gather documents for coordination with external counsel
• Tracking the status of documents being circulated
• Liaising with other country teams and internal departments
• Other office related matters: printing, filing, archiving
• Interaction with Luxembourg Asset Management Team
• Point of contact to accounting service provider
• Back up other Team Assistants when necessary

Qualifications:

Minimum Requirements include:

• Three or more years’ experience in a similar role
• Luxembourg/International Funds administrative experience desired
• Strong communication and organization skills
• Fluent in English. German and/or French would be helpful
• Strong knowledge and working experience with Microsoft Office—Visio, Word, PowerPoint, Excel, Outlook. Knowledge using Smartsheet would be an asset
• Ability to work well managing multiple deadlines and managers
• Ability to multitask
• Ability to relate well to other people at all levels, internally and externally. Display passion and energy, creating a positive working environment
• Pro-active, self-motivated and adept at using own initiative to be most effective
• Attention to and care for detail in all work
• Ability to multi-task, prioritize and work quickly to a high standard under pressure
• Positive energy and contribution to team spirit

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 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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• Organizing meetings/conferences including but not limited to preparing and collecting support materials
• Producing expense reports
• Coordinating documents for signature (wet ink or DocuSign/smartsheet), including communication with external parties
• Quality control of documents produced by different teams
• Assistance in setting up/creating powerpoint, excel and word templates for certain reports
• Gather documents for coordination with external counsel
• Tracking the status of documents being circulated
• Liaising with other country teams and internal departments
• Other office related matters: printing, filing, archiving
• Interaction with Luxembourg Asset Management Team
• Point of contact to accounting service provider
• Back up other Team Assistants when necessar