Administrative Assistant - #1410218

Company Overview:

Hillwood, a Perot company, is a premier commercial and residential real estate developer, investor and advisor of properties throughout North America and Europe. With a diverse portfolio of properties and home to many of the world's leading companies, Hillwood is committed to bringing long-term value to our customers, partners and the communities we serve.

Through the Communities division, Hillwood has delivered 50,000 single-family lots in master-planned communities across 13 states and Costa Rica. These communities continue to raise the bar in terms of quality, innovation, and the unmistakable sense of community that sets each property apart. Before laying the physical groundwork for any new residential development, Hillwood Communities takes the time to focus on the ideals that draw people together — and the everyday interactions that strengthen those bonds. By purposefully designing trails, gathering spaces, and structural amenities to spark spontaneous encounters and foster shared interests, Hillwood Communities believes in the power of community. For more information, please visit www.hillwoodcommunities.com.

Position Summary:

Hillwood Communities is seeking a highly organized, proactive and experienced Administrative Assistant to support our team in Houston, TX. This role provides administrative, office and project support to ensure the smooth and efficient operations of the Houston office. The ideal candidate is detail-oriented, self-motivated, and possesses exceptional communication skills, with the ability to manage multiple tasks effectively in a fast-paced environment. This position offers exposure to various aspects of business operations and the opportunity to contribute meaningfully to the success of the communities we develop throughout the region.

Responsibilities:

Administrative Support:

• Assist with scheduling, calendar management, and coordinating meetings and events for the team.
• Prepare and organize reports, presentations, and project documentation.
• Handle incoming calls and correspondence; serve as liaison between the office and external partner.
• Coordinator travel arrangements, including itineraries, accommodations and logistics.
• Prepare and submit expense reports accurately and on time.
• Arrange catering and make reservations for meetings and business functions.
• Conduct research, compile data, and prepare reports for review and presentation.
• Manage special projects and initiatives as assigned.
  
  

Office Support:

• Oversee all office activities ensuring supplies, equipment, and technology are properly managed.
• Implement and maintain systems for document organization, recordkeeping, contracts, and various correspondences.
• Manage vendor relationships and service scheduling; coordinator facility maintenance as needed.
• Maintain a professional, organized, and welcoming office environment.
• Greet and assist guests to ensure a positive and professional first impression.
• Respond to ad hoc requests and run errands as necessary.
  
  

Project Support:

• Review and assist with processing consultants and contractor contracts (engineering, environmental, landscape, land planners, contractors, etc.)
• Review and track monthly invoices from consultants and vendors.
• Support HOA management activities, including board meeting preparation.
• Review and help process monthly contractor pay applications.
• Support the Marketing Manager with event logistics, preparation and execution.
• Assist with the loan closing checklists as needed.
• Support the Accounting team with monthly bank draws as needed.
• Maintain accurate filing of permits, contracts, and other regulatory documents.
• Maintain the HOA’s management meeting records and coordinate with community board members as needed.
  
  

Required Skills and Abilities:

• Highly organized and detail-oriented with excellent time management skills.
• Strong verbal and written communication skills.
• Professional demeanor with the ability to build relationships and work well with others.
• Demonstrated ability of multitasking and managing competing priorities under tight deadlines.
• Resourceful and proactive problem-solver.
• Ability to work both independently and collaboratively as part of a team.
• Possess discretion, high integrity and ethics.
• Willingness and ability to run errands and drive to project sites as needed.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  
  

Education and Experience:

• Associate or Bachelor’s degree preferred.
• Minimum of 3-5 years of administrative or executive support experience
• Prior experience working in a professional office environment.
• Notary public certification is preferred (or willingness to obtain).
• Real estate industry experience preferred.
  
  

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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