What are the responsibilities and job description for the Administrative Assistant position at Hillwood Investment Properties?

Company Overview :

Hillwood, a Perot Company, is a premier real estate investment and development company founded on a culture of integrity, respect, excellence and teamwork. The company is a full-service real estate developer, investor and advisor focused on developing opportunities for investors, partners and communities around the world. See additional details at www.hillwood.com.

Position Summary :

Hillwood is seeking a highly professional, articulate, and polished Administrative Assistant to support the Director of Administration in the office of the Chairman. This role requires someone who values confidentiality and is content working in a supportive capacity, indirectly interacting with high-level executives. This position offers a unique opportunity to gain insight into the inner workings of an executive office and contribute to its overall efficient operation.

Responsibilities :

Assist the Director of Administration with research and preparation of briefing materials for meetings, travel, and speaking engagements.
Assist with coordinating reservations for both personal and business travel, including transportation and accommodations.
Receive and log correspondence and mail, flagging items as appropriate and distributing as directed.
Create and maintain files and records for historical and informational reference.
Log all invitations and contributions to be reviewed during the weekly scheduling meeting.
Order lunch and set up conference rooms for meetings as needed.
Register, greet, and escort guests as needed.
Assist with answering phones.
Maintain business and personal contact lists, including confidential personal data.
Archive and download personal and business photos.
Order personal and business items as directed.
Prepare reports as directed.
Provide backup support to the Director of Administration when needed.

Required Skills / Abilities :

Strong written and verbal communication skills.

Highly organized with meticulous attention to detail.

Strong time management skills.

The ability to work with little supervision.

Strong problem-solving skills and the ability to work independently.

Ability to build and maintain positive relationships with colleagues, executives, and external contacts.

Ability to adapt to changing priorities and handle multiple tasks efficiently.

Demonstrate the ability to handle sensitive and confidential information with discretion.

Professional demeanor and strong interpersonal skills.

Ability to work collaboratively in a team environment.

Strong sense of responsibility and ability to take initiative.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).

Experience answering multi-line phones and working with copiers and fax machines.

Ability to work in-office full-time.

Education and Experience :

College preferred equivalent experience may be considered.

Minimum of 3 years administrative assistance experience.

Experience working in a professional office environment.

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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