Operations & Tenant Coordination Administrative Assistant

Dedicated to innovative placemaking, Howard Hughes Communities is the real estate platform of Howard Hughes Holdings Inc. (NYSE: HHH) and is recognized for its ongoing commitment to design excellence and to the cultural life of its communities. Building on that foundation, we foster a culture of curiosity that empowers every employee to shape their own story within our organization.

Howard Hughes Communities is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Operations and Tenant Coordination teams, with occasional administrative support for Leasing. This role requires a high level of professionalism, discretion, adaptability, and follow-through.

• Perform high-level and confidential administrative support for the Operations and Tenant Coordination teams, with occasional administrative support for Leasing.
• Manage calendars and schedules, including coordinating appointments, resolving conflicts, preparing meeting materials, and tracking follow-up items.
• Monitor incoming correspondence and shared inboxes; draft, proofread, route, and respond to routine communications while escalating time-sensitive matters.
• Prepare, submit, and track expense reports, including collecting receipts, confirming coding, obtaining approvals, and resolving rejected or incomplete submissions.
• Coordinate meetings, conference calls, site visits, and travel logistics; prepare agendas, distribute materials, record action items, and monitor deadlines.
• Maintain organized electronic and physical files, including confidential records, correspondence, contracts, reports, and supporting documentation.
• Maintain operational and tenant coordination records, reports, and workflows in internal systems including, but not limited to, Workday, Salesforce, eBuilder/Trimble, , Icertis, and Coupa.
• Assist with contract management, including tracking, filing, routing, and processing approvals.
• Assist with vendor management, including processing payments, invoices, work orders, and related follow- up.
• Review and track insurance documents for compliance and coordinate with Legal and Risk Management as needed.
• Coordinate communication and documentation between internal teams, tenants, vendors, contractors, and other external partners.
• Support ongoing tenant coordination activities, including communications, scheduling, tour details, billing, reporting, documentation, and follow-ups; this may involve cross-regional support.
• Prepare recurring reports, spreadsheets, presentations, status updates, and other management materials with a high degree of accuracy.
• Maintain administrative trackers and follow-up lists to ensure commitments, approvals, invoices, work orders, and other open items are completed timely.
• Coordinate, support, and perform preconstruction close-out and punch walks as requested.
• Contribute to special projects and cross-functional initiatives, and work with all levels of management and external professional entities.
• Provide occasional administrative support for Leasing, including tracking lease documentation status with internal and external partners.
• Handle confidential and sensitive information with discretion, professionalism, and sound judgment.

• 3+ years of experience as an administrative or executive assistant, preferably in real estate, construction, property management, or a related industry
• Exceptional organizational and time management skills
• Excellent written and verbal communication abilities
• Strong problem-solving skills and attention to detail
• Proficient in Microsoft Office Suite, particularly Outlook, Excel, Word, and PowerPoint, as well as Google Workspace and project management tools (e.g., Asana, Trello, )
• Ability to work independently and manage multiple priorities in a deadline-driven environment
• Professional demeanor and ability to interact effectively with leadership, tenants, vendors, contractors, and other high- level stakeholders
• Demonstrated ability to support multiple leaders or teams while managing competing priorities and deadlines
• Strong follow-through, attention to detail, and ability to anticipate needs and close communication loops
• Ability to handle confidential information with discretion and maintain a high level of professionalism

At Howard Hughes Communities, we offer competitive, market-based compensation that rewards performance and supports career growth. Our comprehensive benefits package designed to support employees at every stage…