Executive Assistant

Hilltop Residential Management•Houston, TX

5d•Onsite

About The Position

Hilltop Residential is seeking a highly organized, trustworthy, and proactive Executive Assistant to provide high-level administrative support to three Partners. The role involves managing busy calendars, coordinating travel, handling communications on the Partners’ behalf, and ensuring priorities and follow-ups keep moving across a fast-paced, growing organization. The ideal candidate is a polished communicator and trusted partner who anticipates needs, exercises sound judgment, and handles confidential matters with discretion. The Executive Assistant will also support other C-suite executives as needed, assist with executive meetings and company events, coordinate investor gifts, oversee special projects, support corporate office operations, and perform select personal tasks and errands for the Partners. The position is based at Hilltop Residential’s Corporate Office at 9651 Katy Freeway, Suite 550, Houston, TX 77024, and reports directly to the Partners. Hilltop Residential is a real estate investment company founded in 2017. It owns and operates $3 billion of multifamily properties in major markets across Texas and the southeastern United States. The company describes itself as a certified Great Place to Work for six consecutive years and a Houston Chronicle Top Workplace.

Requirements

At least 3 years of experience as an Executive Assistant or in a similar role supporting senior executives.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Excellent written and verbal communication skills.
Strong attention to detail and accuracy.
Exceptional organization and time management skills, including the ability to manage multiple executives’ priorities simultaneously.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Self-starter who can 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.

Responsibilities

Provide day-to-day administrative support to three Partners, balancing competing priorities and adapting as needs shift.
Manage the Partners’ calendars, schedule internal and external meetings, and proactively resolve conflicts.
Screen and prioritize the Partners’ email and correspondence, respond on their behalf when appropriate, and escalate time-sensitive matters.
Track each Partner’s action items and follow up on outstanding tasks.
Draft, proofread, and edit emails, letters, memos, presentations, and other communications for the Partners.
Coordinate business travel, including flights, lodging, ground transportation, and detailed itineraries.
Serve as a professional liaison between the Partners and employees, clients, investors, and outside partners.
Maintain confidential records, files, and documents with discretion and organization.
Process the Partners’ expense reports and invoices accurately and on schedule, coding and submitting them 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 provide day-of support as requested; this may include travel.
Coordinate ordering and delivery of investor gifts, track recipients, and ensure timely and accurate delivery.
Oversee special projects for the Partners, including drafting timelines, communicating with stakeholders, tracking deliverables, and supporting successful completion.
Assist the Office Management Team with administrative tasks that support the 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.