Administrative Assistant-Operations & Leasing

Honolulu

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Job Description

Administrative Assistant – Operations and Leasing
 
The Howard Hughes name is synonymous with entrepreneurial vision, tenacity and a pioneering spirit, values that today are embodied by The Howard Hughes Corporation.  While Hughes’ passion for aviation and the silver screen are legendary, it was his visionary investment in real estate that forms the bedrock of the company today.  At the core of our DNA we believe we can Make Life Extraordinary.  For our people, for our stakeholders, for our shareholders and for the people that live, breathe, consume and experience our brand.
 
We believe in “Thinking Big” at The Howard Hughes Corporation.   We are driven by entrepreneurialism, a passion for 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.  We create timeless places and memorable experiences that inspire people while driving sustainable, long-term growth and value for our shareholders. We create environments where people want to live, work, shop, dine and play from coast to coast to coast.
 
POSITION SUMMARY:  
The Administrative Assistant will (under limited supervision) provide all aspects of administrative support to the operations and leasing teams.   
 
ESSENTIAL JOB RESPONSIBILITIES:  
  • Performs high-level, administrative work, including frequent complex and confidential clerical work organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information.
  • Prepares communications with various stakeholders such as operations and leasing team members, contractors, tenants, neighboring properties, etc.
  • Coordinates operations contracted work and tenant meetings.
  • 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 to 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.
  • Prepare lease request packages.
  • Obtain and track business license information and all other relevant and required documents from licensors such as certificates of insurance, financials, contact info, etc.
  • Track and update sales information.
  • Assist with monthly reconciliation process.
  • Research, prepare and edit leases, leasing reports, proposals, and presentations.
  • Multiple levels of tracking spaces, tasks, projects – with high understanding of process and work flow.
  • Manage all meeting coordination details including: location (if required), catering, AV equipment, meeting materials, etc.
  • Prepares, maintains and distributes leasing activity list.
  • Schedules meetings/conference calls and appointments, makes travel arrangements, as needed.
  • Informs General Manager or Director of Leasing 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.
KNOWLEDGE, EXPERIENCE AND SKILLS:
  • Minimum 2 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.
EDUCATION, CERTIFICATIONS AND LICENSES:
  • High School Diploma or equivalent required.
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