Administrative Assistant

Job Description

Property Administrative Assistant
The Howard Hughes name is synonymous with entrepreneurial vision, tenacity and a pioneering spirit—values still embodied by The Howard Hughes Corporation today. While Hughes’ passion for aviation and the silver screen are legendary, it was his investment in real estate that forms the bedrock of the company.  At the core of our DNA, we believe we can Make Life Extraordinary.  We strive to embody these same qualities for every individual that our company touches, from stakeholders to partners, from consumer to shareholder.
We believe in “Thinking Big” at The Howard Hughes Corporation.   We demand excellence and an unrelenting dedication to success.  Our mission is to be the pre-eminent developer and operator of master planned communities and mixed-use properties in the United States.  We create timeless places and memorable experiences that inspire people while driving sustainable, long-term growth and value. We create environments where people want to live, work, shop, dine and play from coast to coast.
The  Property Administrative Assistant will collect, compile, and analyze moderately complex data and information; prepares presentations that consist of straightforward written descriptions of results.  Foot traffic consists of the general public, merchants and tenants, maintenance and contractor personnel, security and police personnel and related persons to each of those categories, all day long.  Responsible for Telephone and Mail.  Under limited supervision, provides general administrative support to a department or group of professionals.
  • Performs high-level, administrative work, including frequent complex and confidential clerical work organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information.
  • Participates in administrative functions such as budgeting or developing spreadsheet tracking reports.
  • Assists in implementing property activities, internal and external.
  • Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests.
  • Studies management methods to improve workflow, simplify reporting procedures, and implement cost reductions.
  • May provide administrative support to Accounting.
  • May perform administration/coordination for Specialty Leasing and/or Marketing.
  • Assists in daily business of managers, which includes general office work, answering phones, greeting guests and word processing, sorting and distributing mail.
  • Research, prepare and edit reports and presentations
  • Reads incoming mail and independently handles or attaches appropriate file/information for recipients.
  • May direct services, such as maintenance, repair, purchasing and replenishing supplies, mail and files.
  • Schedules meetings/conference calls and appointments, makes travel arrangements, as needed.
  • Informs General Manager of problems.
  • Prepares, maintains and distributes activity and event lists.
  • May manage/update Insurance Certificates for any/all Tenants and/or vendors.
  • May operate as management office support person for localized computer software/hardware.
  • Other duties as assigned.
  • Minimum 5 years of Administrative Support experience
  • Professional interaction with clients and vendors.
  • Build positive working relationships with employees at all levels within the organization.
  • Exercise sound judgment when making decisions.
  • Work overtime as required.
  • Able to meet deadlines as necessary.
  • Effectively work with minimal supervision.
  • Strong Organization and Attention to Detail skills.
  • Exceptional Communication Skills both verbal and written.
  • Good problem solver/creative thinker.
  • “Can-do” attitude, pro-active and resourceful.
  • Highly proficient in MS office applications: Word, Excel, Power Point, Outlook.
  • High School Diploma or equivalent required.