Administrative Assistant

Honolulu

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Job Description

Executive Administrative Assistant, Ward Village
 
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.
 
POSITION SUMMARY:  
The Executive Administrative Assistant is responsible for assisting the President, Hawaii, Sr. VP of Development, and others as directed and provides a wide variety of moderately complex administrative services, including but not limited to, secretarial, data collection, and report-writing tasks specific to the group or individual to which assigned. He/she may be responsible for the administration, preparation and control of programs, projects, records, statistics, and reports regarding project development, operations, personnel changes, etc.
 
 
ESSENTIAL JOB RESPONSIBILITIES:  
  • Manage calendar, contacts, phone and emails for executives in a proactive manner.
  • Manage extensive travel schedule and arrangements at destinations.
  • Schedule project meetings with tenants, consultants, governmental officials, vendors, and other stakeholders.
  • Prepare presentation materials for prospective tenants, lenders, partners, etc.
  • Prepares and distributes weekly, monthly, and quarterly project status reports.
  • Prepare and submit complex expense reports.
  • Track and facilitate contracts, certificates of insurance, and payments to vendors.
  • Interacts with Leasing, Legal, Development, Asset Management, tenants, architects, engineers, partners, city officials and project consultants, as directed.
  • Assists as directed in the coordination of major development and redevelopment projects.
  • Prepare schedules, monthly status reports, meeting minutes, and memos.
  • Maintain and update numerous internal databases and department files.
  • Other duties as assigned.
 
KNOWLEDGE, EXPERIENCE AND SKILLS:
  • Minimum 10 years of related experience.
  • Prior experience working with clients and consultants required.
  • Requires solid administrative experience and the ability to work independently, as required to carry out administrative functions for team meetings.
  • Provide administrative training and backup as necessary.
  • 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 and Adobe Acrobat Pro.
  • Familiarity with MS Project, Nexus and Concur a plus.
 
EDUCATION, CERTIFICATIONS AND LICENSES:
  • Bachelor‘s Degree preferred.
  • HS Diploma.
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