Executive Assistant

Description

Job Responsibilities

• Provide day-to-day administrative support to three Partners simultaneously, balancing competing priorities and adapting quickly as needs shift.
• Manage the Partners’ calendars, schedule frequent internal and external meetings, and proactively resolve conflicts to make the best use of each Partner’s time.
• Screen and prioritize the Partners’ email and correspondence, responding on their behalf when appropriate and escalating time-sensitive matters.
• Track action items for each Partner and follow up on outstanding tasks in a timely manner to keep projects and commitments moving forward.
• Draft, proofread, and edit communications for the Partners, including emails, letters, memos, and presentations.
• Coordinate business travel for the Partners, including flights, lodging, ground transportation, and detailed itineraries.
• Serve as a professional liaison between the Partners and employees, clients, investors, and outside partners, representing Hilltop Residential with professionalism and discretion.
• Maintain confidential records, files, and documents with the highest level of discretion and organization.
• Process expense reports and invoices for the Partners accurately and on schedule, coding and submitting to Accounting as required.
• Provide administrative support to other C-suite executives as needed, including scheduling, travel coordination, and meeting preparation.
• Prepare agendas, materials, and notes for executive meetings as needed.
• Organize and plan company events and executive meetings, including logistics, vendor coordination, and day-of support.
• Assist with planning, research, and bookings for Hilltop’s annual companywide Kickoff Party and support the event as requested day of. May include travel.
• Coordinate the ordering and delivery of investor gifts, tracking recipients and ensuring timely, accurate delivery.
• Oversee special projects for the Partners as needed by drafting timelines, communicating with stakeholders, tracking deliverables, and ensuring successful completion.
• Assist the Office Management Team with administrative tasks that support the smooth day-to-day operation of the Corporate Office.
• Assist with select personal tasks and errands for the Partners as needed.
• Perform other administrative duties as assigned.

Requirements

• 3+ years of experience as an Executive Assistant or in a similar role supporting senior executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Exceptional organization and time management skills, with the ability to manage multiple executives’ priorities at once.
• Ability to maintain the utmost confidentiality and exercise sound judgment when handling sensitive information.
• Self-starter with the ability to anticipate Partner needs and act proactively.
• Ability to interact effectively and comfortably with executives, employees, investors, and outside partners.
• Ability to work in a fast-paced environment with competing priorities.

This position reports directly to the Partners and will office out of our Corporate Office located at 9651 Katy Freeway, Suite 550, Houston, TX 77024.

Applicants are evaluated on the basis of job qualifications—not race, color, religion, creed, sex, sexual orientation, gender identity, national origin, age, disability, veteran, marital or domestic partner status, citizenship or any other status or characteristic covered by federal, state or local law.