Executive Assistant

Hillwood; Dallas (TX); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

FSA

HSA

Vacation time

Sick time

Holidays

Family caregiver leave

Mental health resources

Life Insurance

Disability Insurance

401(k) with company match

Tuition assistance

Associate programs

Job summary

Hillwood in Dallas, Texas seeks a highly organized Executive Assistant to support the Vice Chairman. You will manage a complex calendar, coordinate domestic and international travel, prepare meeting materials, and handle confidential communications with discretion.

The role requires proactive problem-solving, outstanding written and verbal skills, and the ability to interact with senior executives, clients, and partners.

Qualifications

• 5+ years of experience supporting a senior executive or high-level leader in a complex environment.
• Experience managing complex calendars, travel, meetings, and executive communications.
• Real estate, financial services, or professional services exposure is preferred.

Responsibilities

• Manage a complex and frequently changing calendar for the Vice Chairman.
• Coordinate domestic and international travel, including flights and logistics.
• Prepare, organize, and coordinate materials for meetings and presentations.

Skills

Executive support

Calendar management

Communication skills

Discretion

Interpersonal skills

Travel coordination

Problem-solving

Multi-tasking

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office Suite

Calendar tools

Travel booking tools

Job description

Position Summary

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.

Responsibilities

Executive & Business Support:

• 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.

Personal & Administrative Support:

• 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.

Additional Responsibilities:

• 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.

Required Skills & Abilities

• 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.

Education & Experience

• Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Assistant or in a comparable senior-level administrative support role.
• Prior experience supporting a senior executive or high-level management strongly preferred.
• Experience managing complex calendars, travel, meetings, and executive communications required.
• 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.

Benefits Highlights

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Accounts (FSA)
• Health Savings Accounts (HSA)
• Vacation time
• Sick time
• Holidays
• Paid family caregiver leave
• Mental health and wellness resources
• Life Insurance
• Disability Insurance
• 401(k) with company match
• Tuition assistance
• Additional programs to support Associates and their families

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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