Management Assistant

Overview

Responsibilities

• The Management Assistant role in the Hines Austin office will provide advanced administrative support to the City Head to ensure smooth operations of the local Austin office as well as property management support to the existing commercial properties under management in Central Texas. Responsibilities include, but are not limited to:
• Provides administrative support to the Austin City Head and team.
• Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Partners with the Property Manager to ensure accuracy of Billback entries, journal entries, Accounts Receivables and general ledger.
• Monitors Accounts Receivables collected and engages in follow-up communication with tenants.
• Assists with presentations and special projects as needed.
• Establishes and maintains appropriate filing systems, both electronic and manual.
• Creates, updates, and maintains departmental databases when appropriate.

Qualifications

• 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.
• Advanced proficiency in Microsoft Office, Adobe Acrobat, Box.com, and DocuSign software.
• Maintains strict confidentiality.