Executive Administrative Assistant

Hillpointe•Winter Park, FL

11d

About The Position

The Executive Administrative Assistant role sits at the center of a collaborative, fast-moving land planning and engineering team. In this role, you’ll serve as the operational link between Land Acquisition, Engineering, Legal, Finance, and External Affairs — making sure information flows freely, projects stay organized, and every team member has what they need to move forward. This is a role for someone who takes genuine pride in being the person others rely on. You’ll support the VP of Land Planning while also keeping the broader team connected through shared systems, coordinated schedules, and timely communications. When the deal pipeline is moving fast, you’re the one making sure nothing slips through the cracks — and when teams need to align, you’re already a step ahead.

Requirements

2+ years of experience in a project coordination, administrative operations, or executive support role — ideally in engineering, land development, or construction
Strong proficiency in Microsoft Office Suite, particularly Excel and Outlook, with experience managing shared tracking systems and team calendars
Experience with SharePoint or similar document management platforms
Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously
Strong written and verbal communication skills, with confidence coordinating across departments and with external contacts
A collaborative, team-first mindset — you take ownership of your work and care about how it affects the people around you

Nice To Haves

Familiarity with land development or real estate acquisition processes
Experience supporting VP-level or senior leadership in a project-driven environment
Exposure to legal document coordination or contract administration

Responsibilities

Maintain accurate records across all project phases and date milestones
New project file creation, folder organization, and document management across multiple states and project stages
Coordinate project kickoff meetings with multiple divisions including Land Acquisition, Engineering, Land Planning, and leadership
Monitor and maintain critical project dates and milestones, distributing a weekly summary to the team to keep all stakeholders aligned
Manage team calendars with meeting reminders, deadline flags, and Investment Committee meeting appointments tied to active projects
Support PSA and due diligence workflows by tracking legal document milestones, coordinating kick off meetings, and ensuring key materials are filed correctly
Organize and maintain project correspondence, maps, and legal documents within the appropriate SharePoint folders
Receive, process, and submit bond requests to the appropriate internal and external contacts
Coordinate bond execution, delivery, and filing in accordance with company procedures
Maintain the Bond Tracker and keep project records updated with current bond status and documentation
Manage bond release requests and ensure all related records are properly closed out
Provide direct administrative support to the VP of Land Planning, including calendar management, correspondence, and meeting coordination
Act as a communication bridge between internal departments and external stakeholders, routing information and follow-ups to the right people
Maintain and distribute recurring team communications, including weekly critical date summaries and project status updates
Support the team in staying aligned across active projects by proactively flagging upcoming deadlines and coordinating across groups