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 formed 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.

• Executive Assistant duties inclusive of the below to support the Senior Vice President and Vice President of Land Development at Bridgeland:
  
  • Email organization. This includes sorting through e-mails; distributing e-mails to different people/locations if necessary; checking with the SVP/VP to determine if and/or what kind of response is necessary to e-mails, meeting requests, social events, etc.; drafting responses for SVP/VPs review and all other activities related to organizing and responding to e-mails.
    
  • Create and review the call list with the SVP/VP, including tracking calls made and reminding the SVP/VP
    
  • SVP/VP Calendar organization. This includes helping keep track of meetings, appointments, conference calls, social engagements, etc. and ensuring the SVP/VP is aware of their scheduled obligations on a daily basis.
    
  • Assist with the SVP/VP's travel detail coordination. This includes working with the corporate travel agent, flight management group, coordinating his hotel accommodations and ground transportation as necessary.
    
  • Coordinate all details related to events such as meetings, social engagements, corporate gatherings/functions, etc.
    
  • This person will have access to highly confidential information and should treat the information as such.
    
  • Participate in meetings as requested; prepare and distribute notes if necessary.
    
  • Screen incoming phone calls as necessary.
    
• Mail (incoming, outgoing, internal distribution).
  
• Postmark outgoing mail and deliver to mailroom or package centers.
  
• Pick up any incoming mail and sort as required.
  
• Inventory office, break room and kitchen supplies on a weekly basis. Replenish on a daily basis or as often as necessary.
  
• Order office, break room and kitchen supplies as necessary.
  
• Ensure all copiers and printers are fully stocked with paper on a daily basis and replace any low or empty toner cartridges as necessary.
  
• Coordinate lunches Monday - Thursday.
  
• Create and maintain spreadsheet tracking reports.
  
• Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests.
  
• As needed research, prepare and edit reports and presentations.
  
• Manage all team meeting coordination details including: location (if required), catering, AV equipment, meeting materials, etc.
  
• Keep front desk, lobby, kitchen, and all other common areas clean
  
• Keep traffic flowing in the lobby (deliveries, people waiting for meetings, answering questions, etc.)
  
• Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
  
• Proactively manages all logistics and partners with support staff to ensure all critical business meetings have a VIP experience throughout.
  
• Supervise porter staff contract.
  
• Partners with support teams to develop in office efficiencies to support executive and employees in-office experience.
  
• Maintain calendars for all conference rooms and proactively resolves and schedule conflicts. Partners with IT to ensure all AV needs are met.
  
• Answer incoming phone calls and direct to appropriate person or department; screen incoming phone calls as appropriate and transfer as necessary.
  
• Prepare overnight/courier deliveries as requested.
  
• Keep break rooms and kitchens clean and organized. Unload dishwasher in the morning and turn on dishwasher before leaving the office for the evening.
  
• Rolls sleeves up; Light office cleaning as necessary throughout the day.
  
• Liaison with property management for maintenance requests and building needs.
  
• Coordinate meetings and other office events as requested.
  
• Be proactive during down time and ask other departments if they need any assistance.
  
• Facilitate legal review and appropriate signatures of easements, plats, and other documents.
  
• Process and log check deposits.
  
• Notarize documents.
  
• Assist with specific team members' expense reports.
  
• Assist in planning and scheduling of team events, book facilities, etc.
  
• Other general administrative duties as assigned.
  

• 3-5 years of experience as receptionist or administrative assistant
  
• Timeliness
  
• Maintain a professional appearance at all times. This person is a reflection of our entire company.
  
• Strong writing skills
  
• Professional interaction with clients and vendors.
  
• Build positive working relationships with employees at all levels within the organization.
  
• Be resourceful and able to work efficiently even if given very little direction and information.
  
• Able to effectively multi-task and handle multiple projects.
  
• Exercise sound judgment when making decisions and willing to ask if unsure.
  
• Able to meet deadlines as necessary.
  
• Effectively work with minimal supervision.
  
• Strong Attention to Detail skills.
  
• Exceptional Communication Skills both verbal and written.
  
• Good problem solver/creative thinker.
  
• "Can-do" attitude and pro-active.
  
• Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
  
• Learn other technologies as needed (Coupa, Salesforce, iCertis, access badge system, etc.)