Executive Assistant

About Hillpointe

Hillpointe is a comprehensive real estate development and investment management firm specializing in market-rate workforce housing throughout the Sun Belt. Recognized as a leading builder and developer by NMHC, the company manages every aspect of projects from land acquisition to asset management with in-house contracting expertise to control costs and timelines. Joining Hillpointe means becoming part of an innovative team that significantly influences daily operations and overall success.

Key Responsibilities

• Oversee the executive’s calendar by scheduling, prioritizing, and resolving conflicts for meetings and appointments.
• Handle all domestic travel logistics including itineraries, accommodations, and expense reports.
• Prepare materials such as meeting agendas, presentations, and reports.
• Record notes during meetings and monitor follow-up action items.
• Manage executive communications by drafting correspondence, replying on behalf of the executive when appropriate, and serving as liaison with internal departments, external partners, and vendors.
• Organize leadership meetings, offsite events, and special gatherings, including logistics and materials preparation.
• Administer executive expenses, purchases, invoices, corporate cards, and reimbursements.
• Maintain confidentiality while handling sensitive documents, contracts, and business information.
• Coordinate celebrations and recognition events such as birthdays and anniversaries.
• Support new employee onboarding by arranging workspace setup, supplies, and access permissions.
• Assist with special projects and other administrative activities as needed.
• Keep electronic filing systems well organized.
• Anticipate executive needs and proactively suggest improvements to optimize organization and efficiency.
• Occasionally provide administrative assistance to the Marketing and Centralized Operations leadership teams.

Qualifications

• Minimum of five years’ experience providing executive-level administrative support or in a comparable role assisting senior leadership.
• Outstanding organizational and time management abilities capable of handling multiple priorities concurrently.
• Excellent verbal and written communication proficiency.
• Highly professional, discreet, and able to maintain strict confidentiality.
• Advanced skills in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail and effective problem-solving skills.
• Capable of working independently with sound judgment.
• Preferred qualifications include experience in property management or multifamily real estate, supporting C-suite or executive leadership, coordinating travel and events, familiarity with project management and collaboration tools, and a bachelor’s degree or equivalent combination of education and experience.