Executive Assistant

Alliance Aviation Services•Dallas, TX

3d•Onsite

About The Position

Hillwood is seeking a highly organized, proactive, and experienced Executive Assistant to provide comprehensive support to our Vice Chairman in Dallas, Texas. This individual will serve as a trusted partner to the Vice Chairman, managing a broad range of business and personal priorities while ensuring the efficient coordination of a complex and dynamic schedule. The ideal candidate is polished, resourceful, highly responsive, and exceptionally detail-oriented, with the ability to anticipate needs, exercise sound judgment, and manage competing priorities with discretion and professionalism. This position requires a high degree of confidentiality, flexibility, and initiative, as well as the ability to interact effectively with senior executives, business partners, clients, and other key stakeholders.

Requirements

Demonstrated experience supporting a senior executive or other high-level leader in a complex, fast-paced environment.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities and anticipate needs.
Excellent written and verbal communication skills.
Strong attention to detail and commitment to accuracy.
Highly proactive and resourceful, with strong problem-solving skills and the ability to exercise independent judgment.
Ability to prioritize effectively and remain composed when managing changing or competing demands.
Exceptional discretion and demonstrated ability to handle highly sensitive and confidential information.
Professional, polished demeanor with strong interpersonal skills and the ability to interact comfortably with individuals at all levels of an organization.
Ability to build trusted relationships with senior executives, colleagues, clients, business partners, and other stakeholders.
Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to work independently while also collaborating effectively across teams.
High degree of integrity, professionalism, flexibility, and responsiveness.
Willingness and ability to provide support outside of traditional business hours on occasion when business or travel needs require.
Ability to drive locally and assist with off-site meetings, errands, or other needs as appropriate.
Minimum of 5 years of experience as an Executive Assistant or in a comparable senior-level administrative support role.
Experience managing complex calendars, travel, meetings, and executive communications required.

Nice To Haves

Bachelor’s degree preferred.
Prior experience supporting a senior executive or high-level management strongly preferred.
Experience providing both business and personal support to an executive is preferred.
Experience in real estate, financial services, investments, or another professional services environment is strongly preferred.

Responsibilities

Manage a complex and frequently changing calendar, including meetings, appointments, business commitments, and other priorities.
Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and related logistics.
Anticipate scheduling conflicts and priorities, proactively resolving issues and ensuring the Vice Chairman is appropriately prepared for meetings and commitments.
Prepare, organize, and coordinate materials for meetings, including presentations, reports, agendas, and other supporting documentation.
Draft, edit, and manage correspondence, communications, presentations, and other documents on behalf of the Vice Chairman.
Prepare and submit expense reports accurately and in a timely manner.
Coordinate business meals, meetings, events, and other functions, including catering, reservations, and related logistics.
Conduct research, compile information, and prepare reports or materials as requested.
Coordinate and assist with special projects and initiatives, ensuring appropriate follow-up and timely completion.
Serve as a key point of contact and liaison between the Vice Chairman and internal teams, senior leadership, clients, business partners, and other external stakeholders.
Screen and prioritize incoming communications and requests, exercising sound judgment regarding urgency and appropriate follow-up.
Maintain organized and confidential records, files, correspondence, and other documentation.
Anticipate the Vice Chairman’s needs and proactively address issues to ensure priorities are managed effectively.
Provide personal administrative support as needed, including management of appointments, social engagements, and other commitments.
Coordinate personal travel arrangements and related logistics.
Assist with personal projects, errands, and household-related matters as requested.
Coordinate across business and personal calendars to identify conflicts and ensure seamless scheduling.
Handle sensitive personal and business information with the highest degree of discretion and confidentiality.
Develop strong working relationships across Hillwood and the broader organization to facilitate communication, coordination, and execution of priorities.
Coordinate with internal departments, IT, building operations, vendors, and other resources as needed.
Assist with the planning and execution of meetings, events, and special projects.
Handle ad hoc requests and time-sensitive matters with flexibility, urgency, and sound judgment.
Perform other duties and responsibilities as assigned.