Senior Administrative Assistant

Company Overview:

Hillwood, a Perot Company, is a full-service industrial real estate developer, investor and advisor, focusing on institutional-grade industrial properties. From acquisitions and joint ventures to development, property management and fund/asset management, Hillwood provides creative solutions for its customers and long-term value for its partners. Hillwood has experience in 52 markets across North America and Europe and has developed and acquired 205.3 million square feet (Q3-2020). For additional information, visit www.hillwood.com.

Position Summary:

Hillwood is seeking a skilled and motivated Senior Administrative Assistant to provide direct support to the Executive Administrative Director (EAD) in the office of the Chairman. The ideal candidate has strong customer service skills, meticulous attention to detail, keen organizational skills and has a proven track record of taking initiative in a professional environment. Additionally, the individual must possess excellent interpersonal and communication skills with the ability to interact with individuals at all levels within the organization, including top executives in a high energy and fast paced environment while exercising good judgment and discretion when handling confidential matters. Flexibility and the ability to juggle priorities is a must.

Responsibilities:

• Assist the EAD with any research and preparation of briefing materials for meetings, travel and speaking engagements
• Assist the EAD with reservations for both personal and business travel, including transportation and accommodations
• Receive correspondence and mail, direct, log or flag as appropriate
• Create and maintain files and records for historical and informational reference
• Receive and log all invitations/contribution requests to be presented at the weekly scheduling meeting
• Assist with ordering lunch and set-up coffee as needed
• Register, greet and escort guests as needed
• Answer phones, maintain phone log, place calls as directed by the EAD
• Maintain business and personal contacts
• Maintain documents reflecting confidential personal data
• Archive and download personal/business photos
• Order personal/business items as directed by the EAD
• Prepare reports as requested by the EAD
• Communicate with various household staff members
• Participate in weekly scheduling meetings
• Back up support to the EAD when needed

Required Skills/Abilities:

• Excellent written and verbal communications skills
• Excellent project management and organizational skills
• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Maintain a high level of confidentiality
• Work well with executives and staff
• Use initiative and maintain a firm sense of responsibility
• Work with little direct supervision
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint, Access) and Internet Explorer/Chrome

Education and Experience:

• Bachelor’s degree preferred
• 5+ years administrative experience

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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