Executive Assistant

Executive Assistant

Winter Park, FL

Hillpointe is a fully integrated real estate development and investment management firm focused on developing market-rate workforce housing across the Sun Belt. Ranked at the top of NMHC's list of Builders and Developers, our team ensures best-in-class execution.

Built on its long and proven track record of real estate development, the firm's investment approach is centered around its in-house general contracting expertise, enabling direct control of cost and delivery timeframe. For each project, Hillpointe directly controls land acquisition, land development, construction, procurement of building materials, asset management, and capital markets. This is more than just a job - it's a career-defining opportunity! At Hillpointe, you'll be part of a dynamic, innovative team that has tangible impacts on day-to-day operations and contributes directly to overall success.

The Executive Assistant provides high-level administrative support. This role serves as a trusted partner by managing day-to-day executive operations, coordinating schedules and communications, organizing meetings and travel, and ensuring priorities remain organized and on track. The ideal candidate is highly organized, proactive, detail-oriented, and able to anticipate needs in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Essential Duties & Responsibilities:

• Manage the executive's calendar, including scheduling meetings, resolving conflicts, and prioritizing appointments.
• Coordinate domestic travel arrangements, itineraries, accommodations, and expense reporting.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Take meeting notes when needed and track follow-up items to completion.
• Coordinate executive communications, including drafting emails, preparing correspondence, and responding on behalf of the executive when appropriate.
• Serve as a liaison between the executive and internal departments, external partners, and vendors.
• Organize leadership meetings, offsites, and special events, including logistics, meeting materials, and follow-up.
• Manage executive expenses, purchasing, invoices, corporate cards, and reimbursement submissions.
• Assist with confidential documents, contracts, and sensitive business information while maintaining strict confidentiality.
• Coordinate department celebrations, recognition efforts, birthdays, anniversaries, and other administrative needs.
• Support onboarding logistics for new team members, including workspace setup, supplies, and access coordination.
• Assist with special projects and administrative initiatives as assigned.
• Maintain organized electronic filing systems and documentation.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and organization.
• Provide occasional administrative support to the Marketing and Centralized Operations leadership teams as needed.

Qualifications:

• Required:
  • 5+ years of executive administrative support experience or a similar administrative role supporting senior leadership.
  • Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
  • Strong written and verbal communication skills.
  • High level of professionalism, discretion, and confidentiality.
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Strong attention to detail and problem-solving abilities.
  • Ability to work independently while exercising sound judgment.

• Preferred:
  • Property management or multifamily industry experience preferred but not required.
  • Experience supporting C-level or executive leadership.
  • Experience coordinating travel, meetings, and executive events.
  • Familiarity with project management and collaboration tools
  • Bachelor's degree or equivalent combination of education and experience.