Executive Administrative Assistant

HILLS Properties • Blue Ash, OH

18h

About The Position

HILLS Properties is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide high-level support to senior leadership. This is a critical role for someone who thrives in a fast-paced environment, anticipates needs before they arise, and takes ownership of keeping executives focused, prepared, and operating efficiently.

Requirements

• Previous experience in an administrative, secretary or receptionist role, preferably supporting a senior executive.
• Excellent organizational and multitasking abilities
• Strong Written and verbal communication skills
• High proficiency in Microsoft Office suite
• Ability to work independently and take initiative.
• Exceptional discretion and professionalism.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Notary Public Commission or willingness to obtain certification
• Valid driver’s license and insurable with HILLS Insurance carrier

Responsibilities

• Provide direct administrative support to the COO of HILLS Developers, VP of Construction, and their departmental associates.
• Assist in the preparation of reports, presentations, and various internal documents.
• Schedule and coordinate internal and external meetings, organizing materials for these meetings, which include drafting agendas, taking minutes, and following up on action items.
• Serve as a liaison between the COO and VP of Construction with other departments, clients, and stakeholders as necessary.
• Monitor deadlines, projects, and key initiatives to keep the COO and VP of Construction informed and ensure schedules are met.
• Uphold confidentiality and discretion when handling sensitive company information.
• Support operational processes, track key performance indicators (KPIs), and assist in the implementation of strategic initiatives.
• Create, organize, and maintain files and records to ensure all documents are current and easily accessible.
• Perform general office duties, such as filing, organizing documents, and managing incoming communications as required
• Return calls and handle appropriate responses when necessary.
• Assist in evaluating the effectiveness of ongoing project performance by producing project-related reports and conducting research.
• Deliver and collect documents and other related items to job sites as needed.
• Participate in cross-functional team support and step in temporarily during high-volume periods, vacations or leaves.
• Execute other related duties as assigned.

Benefits

• Exceptional and Affordable Medical, Dental, and Vision insurance options
• Company Paid Holidays and Paid Time-Off
• 401(k) with a Generous Company Match (100% Match on the First 5% of Salary Deferred) which is automatically 100% vested
• Paid Parental Leave (After 12 Months of Service)
• Company Paid Life Insurance and Short-Term Disability
• Apartment Discount at our Luxury Community
• Exclusive Discounts Through HILLS Vitality Partners
• Wellness Initiative Program – HILLS HERO: Helping Empower Real Opportunities
• Bonus Opportunity

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees