Executive Administration Assistant

Executive Administration Assistant Hillpointe - 3.8 Winter Park, FL Job Details 1 hour ago Qualifications Meeting minutes Contract documentation review Managing legal databases Contract review Microsoft Excel Microsoft Outlook Phone communication Legal writing Executive administrative support Mid-level Legal firm experience Legal Studies Bachelor's degree in business administration Databases Bachelor's degree Contract drafting Legal administrative experience Task prioritization Legal research Organizational skills Law office Bachelor's degree in legal studies Business Administration Managing executive calendars Phone call management Business Document management systems Paralegal Certificate 2 years Legal due diligence Communication skills Editing File organization Progress tracking (project management tasks) Full Job Description

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 We are seeking an experienced Executive Administrative Assistant to provide comprehensive support to our legal team. This position is a great opportunity for a skilled administrative professional with a strong legal background to join a dynamic in-house law team. If you thrive in a challenging legal environment and excel at supporting high-caliber legal professionals, we encourage you to apply.

Legal & Administrative Support:

Provide dedicated administrative support to transactional attorneys, ensuring smooth day-to-day operations in a fast-paced legal environment. Manage calendars, schedule appointments, and coordinate meetings - paying special attention to critical contract deadlines and filing dates.

Document Preparation & Management:

Draft, review, and edit a variety of legal documents including contracts, agreements, memos, and correspondence. Organize, maintain, and update legal files, databases, and electronic document management systems. Manage the intake and setup process for new transactions, including organizing due diligence files and setting up secure project folders.

Coordination & Communication:

Act as a liaison between attorneys, clients, vendors, and regulatory agencies; coordinate logistics for meetings, depositions, and closings. Handle incoming phone calls, emails, and legal correspondence, ensuring timely responses and follow-ups. Assist in preparing and distributing meeting agendas and taking detailed minutes during legal meetings and client consultations.

Legal Research & Compliance:

Conduct preliminary legal research and compile summaries for internal review and client presentations. Review agreements and documentation to verify accurate entity details and signatory information, supporting compliance with legal standards. Assist with the preparation of application packages for filings with City/County/agency bodies.

Operational Excellence:

Maintain project trackers and checklists to monitor progress, ensuring all transactional deadlines and compliance requirements are met. Handle sensitive and confidential information with utmost discretion. Collaborate with the firm's Accounts Payable department to coordinate the processing of legal fees and related expenditures.

REQUIREMENTS

Experience:

2-8 years of experience in a legal administrative role, ideally within a transactional law firm or corporate legal department.

Education & Certifications:

Bachelor's degree in Legal Studies, Business Administration, or a related field preferred. Legal Assistant or Paralegal Certification is highly desirable.

Skills:

Exceptional written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with legal document management software. Strong organizational skills with a keen eye for detail. Ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities. Proven ability to work independently as well as part of a collaborative team environment.