Administrative Assistant

The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and the silver screen are legendary, it was his investments in real estate that form the foundation of our company. With passion, determination and limitless imagination, he built one of the great American empires of the 20th century. At Howard Hughes, we live by our purpose to help people discover new ways of experiencing life - because it's not just buildings and places that matter, it's what you do with them that can change the way people live.

We aspire to be the most creatively driven real estate company in the world and we believe in fostering a culture that is built to last by cultivating curiosity and empowering every employee to find their story in this great organization.

Dedicated to innovative placemaking, Howard Hughes owns, manages, and develops award-winning master planned communities, as well as operating properties and development opportunities including: The Seaport in New York; Downtown Columbia, Maryland; The Woodlands, The Woodlands Hills, and Bridgelandin the Greater Houston, Texas area; Summerlin, Las Vegas; Teravalis, Phoenix and Ward Villagein Honolulu, Hawaii.

ABOUT THE ROLE:

As an Administrative Assistant, crucial administrative support is provided across various community management functions. This role involves effective communication with stakeholders, administrative support assistance to the Community Manager, coordination of resale packets and compliance processes, and support for the board. Responsibilities extend to organizing meetings, maintaining comprehensive calendars, managing filing systems, overseeing supply inventory, and performing additional assigned duties. Meticulous attention to detail, organizational proficiency, and a commitment to ensuring the efficient operation of community associations are essential in this position.

WHAT YOU WILL DO:

• Provide comprehensive administrative support for all community management functions, ensuring effective communication with board members, homeowners, committee members, and vendors.

• Offer administrative support assistance to the Community Manager, handling typing tasks for office correspondence, notices, reports, manuals, and memoranda.

• Work closely with the Community Manager to gather, organize, and prepare resale packets for property transactions, ensuring accuracy and adherence to established procedures.

• Assist the Community Manager in the compliance process, including the preparation of courtesy letters, notices of hearing and fines, result letters, and special correspondence as needed.

• Support board and community committees by coordinating meetings, serving as a recorder, providing documentation, and facilitating timely communication among board and committee members.

• Assist and coordinate the organization of elections for the Executive Board.

• Maintain and update comprehensive annual calendars for various community associations, including key events, meetings, and deadlines to ensure effective planning and coordination.

• Share in relief support for receptionist.

• Coordinate accident reports, ensuring timely retrieval. Facilitate paperwork submission and expedite insurance claims resolution.

• Maintain an organized filing system for community association documents, including meeting minutes, correspondence, financial records, and vendor information.

• Order and maintain supply inventory for the associations, including stationery, letterhead, and envelopes.

• Perform other duties as assigned or as judgment and necessity dictate.

ABOUT YOU:

• high school diploma or equivalent required.

• 1-2 years experience in an administrative support capacity.

• Proven experience in administrative support roles.

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication skills.

• Advanced proficiency in Microsoft Office Suite, with emphasis on Word, Excel, Outlook, and PowerPoint.

• Familiarity with specialized community association software, including Jenark, SmartWebs, and DwellingLive, is highly preferred.

• Must enjoy a high level of public interaction.

• Good problem-solving skills with the ability to function independently, exercise good judgment, and maintain attention to detail.

• Knowledge or experience in community association management is preferred.

NOTICE TO THIRD PARTY AGENCIES:

Please note Howard Hughes does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Howard Hughes will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Howard Hughes explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Howard Hughes.

This job description is not meant to be an "all-inclusive" list of the duties and responsibilities of this job. Other related duties and responsibilities may be assigned. Howard Hughes reserves the right to change or modify job duties as necessary based on business necessity.