Executive Administrative Assistant

Hillpointe

Winter Park, FL

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JOB DETAILS

SKILLS

Administrative Skills, Asset Management, Calendar Management, Capital Markets, Communication Skills, Construction, Contract Management, Cost Control, Document Management, Documentation, Due Diligence, Executive Assistant Skills , Finance, Investment Management, Land Development, Leadership, Legal, Legal Documents, Materials Management, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft SharePoint, Multitasking, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project Lifecycle, Project/Program Coordination, Project/Program Management, Purchasing/Procurement, Real Estate Development, Record Keeping, Release Management/Engineering, Systems Administration/Management, Team Lead/Manager, Team Player, Time Management, Variable Costs, Writing Skills

LOCATION

Winter Park, FL

POSTED

Today

WHY HILLPOINTE? Hillpointe is a fully integrated real estate development and investment management firm focused on developing market-rate workforce housing across the Sun Belt. Ranked at the top of NMHC's list of Builders and Developers, our team ensures best-in-class execution.

Built on its long and proven track record of real estate development, the firm's investment approach is centered around its in-house general contracting expertise, enabling direct control of cost and delivery timeframe. For each project, Hillpointe directly controls land acquisition, land development, construction, procurement of building materials, asset management, and capital markets. This is more than just a job - it's a career-defining opportunity! At Hillpointe, you'll be part of a dynamic, innovative team that has tangible impacts on day-to-day operations and contributes directly to overall success.

Executive Administrative Assistant

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.

Project Lifecycle Administration
• 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

Bond Processing & Tracking
• 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

Executive & Team Support
• 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

Required
• 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

Preferred
• 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

About the Company

Hillpointe

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