Heitman Careers

This Opportunity 

Our Chicago office is seeking an experienced Administrative Assistant to support multiple senior leaders in our Acquisitions group. This role will provide comprehensive administrative support, requiring exceptional organizational and technical skills. 

The ideal candidate is highly organized, service oriented, tech savvy and an expert multi-tasker. Additionally, the executive assistant is comfortable interfacing with all levels of internal management, staff, outside clients, and vendors in a fast-paced environment.

Responsibilities include, but are not limited to:

• Provide top-tier administrative support by managing calendars, coordinating meetings, and arranging travel with high attention to detail.
• Anticipate the needs of leaders while maintaining day-to-day workflow.
• Arranging detailed domestic travel plans and itineraries, and compiling documents for travel related meetings.
• Handle submissions of expense reports for assigned directors from start to finish.
• Answer and screen incoming calls and correspondence and responding independently when possible.
• Organize and plan team events by coordinating logistics, travel, timelines, and schedules for both external and internal events, quarterbacking onsite meetings and conference calls, preparing agendas, reserving, and preparing facilities.
• Prepare records such as agendas, notices, minutes and assist in the preparation of investment briefs and presentations.
• Distribute incoming and outgoing mail and coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assist with special projects as required.

Qualifications:

• Minimum of 3 years of executive level administrative support or coordinator experience.
• Embrace a fast-paced environment with proven experience supporting leaders.
• Excellent listening and analytical skills with clients, internal and external.
• Ability to think independently and act with appropriate judgment.
• Evidence of working collaboratively with teams.
• Strong written and oral communication skills – clear and organized thinking, an engaging personal style.
• Strong interpersonal skills – high energy, creative, enthusiastic, results-oriented, self-starter, motivated with a positive, can-do attitude.
• Strong organization, detail-orientated, and time management skills, ability to manage multiple projects in a fast-paced environment.
• Proven ability to multitask as you will support multiple executives.
• Excellent computer skills (PowerPoint, Excel, Word, MS Outlook, etc.)

Research shows that women and people from underrepresented groups often do not apply for jobs if they don’t meet 100% of the listed qualifications. We are looking for great candidates who have a unique combination of experiences, traits, and talents. We couldn’t describe you in a list of bullet points, so consider this posting a conversation starter. If you check some, but not all, of our boxes, we still want to talk! Please apply for this role if much of this job description describes you.

The Firm

Founded in 1966, Heitman is a global real estate investment management firm. Our mission is to lead the evolution of real estate through investments that fulfill the needs of people and communities in a world of constant change. To learn more about our organization and culture, click here.

Our promise to employees: 
Reflecting the spirit of our global firm, we welcome team members of all faiths, cultures, genders, sexual orientations, races, and ethnic identities. We know that each member of our team enriches our community and business with their work/life experiences, perspectives, and ideas. However you arrive at Heitman, we pledge to honor your uniqueness, include you in our culture, and do our best to help you thrive. While we learn and grow together, we will stand by our “people first” promise. Every time.

What’s Next?

• Interested? Apply at www.heitman.com/careers to submit your application
• Right Company, Wrong Role? Check out our other opportunities or refer a friend!

Additional Information

Roles Requiring Travel: All roles involving a travel component at Heitman require that candidates hold a valid, non-expired driver’s license.

Equal Employment Opportunity: Heitman is an equal employment opportunity employer and complies with all applicable laws prohibiting discrimination based on race, color, creed, religion, sex, age, national origin or ancestry, physical, medical or mental disability or condition (including, without limitation, HIV and AIDS), developmental disability, handicap, denial of family and medical care leave, denial of pregnancy leave, domestic partner status, status as a victim of sexual or domestic violence (or familial relationship to such victim), veteran status, marital status, sexual orientation, arrest records, citizenship status, criminal history that has been expunged, unfavorable discharge from the military, or any other basis protected by federal, state or local laws.