Executive Assistant

Hilltop Residential•Houston, TX

4d•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 manages busy calendars, coordinates travel, handles communications on the Partners’ behalf, and keeps priorities and follow-ups 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 the utmost discretion. The position is based at Hilltop Residential’s Corporate Office in Houston, Texas, and reports directly to the Partners. It also provides administrative support to other C-suite executives as needed and assists the Office Management Team with tasks that support the day-to-day operation of the Corporate Office.

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, with the ability to manage multiple executives’ priorities at once.
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 simultaneously, 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 action items for each Partner and follow up on outstanding tasks.
Draft, proofread, and edit emails, letters, memos, and presentations 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 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, 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 event-day support as requested; this may include travel.
Coordinate ordering and delivery of investor gifts, track recipients, and ensure timely, accurate delivery.
Oversee special projects for the Partners by drafting timelines, communicating with stakeholders, tracking deliverables, and ensuring successful completion.
Assist the Office Management Team with administrative tasks supporting the Corporate Office.
Assist with select personal tasks and errands for the Partners as needed.
Perform other administrative duties as assigned.