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 NMCH's Builders and Development companies, our team ensures best-in-class execution. This position is more than just a job - it's a career-defining opportunity! At Hillpointe, you'll be part of a dynamic, innovative team that makes tangible impacts on day-to-day operations and contributes directly to overall success.
Executive Administrative Assistant
Job Summary:
Hillpointe is seeking a professional, friendly, Executive Administrative Assistant to support our General Counsel and Land Planning departments. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and vendor relationships.
Essential Responsibilities:
· Provides administrative support to ensure efficient office operations.
· Coordinates phone calls emails and other correspondence, schedules appointments on behalf of General Counsel & Director of Land Planning
· Manages calendars, including contractual critical dates
· Drafts and edits letters, reports, and other legal documents.
· Inputs and updates information in databases and spreadsheets.
· Prepares meeting agendas and takes meeting minutes.
· Coordinates logistics for meetings, including room setup
· Research as requested to compile and summarize information for reports or presentations.
· Works with sensitive information with discretion to maintain confidentiality and security.
· Ensures that deadlines are met and adapts to changing priorities.
· Coordinates with external vendors regarding proposals/contracts and other agreements.
· Maintains and updates project-related trackers and checklists.
· Manages document inventory and organizes files in project folders.
· Manages the project intake/setup process, including organizing Seller-provided due diligence files and setting up new (electronic) project folders when new projects are initiated.
· Prepares and reviews project applications and coordinates with Accounts Payable to process associated fees.
· Reviews agreements and other documentation to confirm accurate entity and signatory information.
· Assists with preparation of application packages for City/County/agency submittals.
Requirements:
· High School Diploma or GED.
· Legal Assistant or Paralegal Certification is preferred.
· Prior experience in a related administrative role is preferred.
· Excellent written and verbal communication skills.
· Competency in Microsoft applications including Word, Excel, and Outlook.
· Able to contribute positively as part of a team, helping out with various tasks as required.
NOTE: This document outlines the general nature and level of work expected from individuals in this role. It's important to understand that this is not an exhaustive list of responsibilities, duties, and skills. Additional tasks or job functions that can be safely performed may be required as necessary by supervisory personnel. This flexibility in additional duties showcases the company's adaptability and encourages employees to be versatile. The employee is expected to adhere to all work rules, procedures, and policies established by the company, including, but not limited to, those contained in the employee handbook.
