Reporting to the Chief Operating Officer of The Durst Organization, the Executive Coordinator is entrusted with confidential, comprehensive executive-level administrative support, calendar management, project coordination, invoice processing including management and tracking of payments, document development, and minute taking. The Executive Coordinator will also support Executive Leaders of the Operations and Security & Life Safety departments, within the COO’s purview. The primary responsibility of the Executive Coordinator position is to facilitate smooth operations for the Chief Operating Officer, anticipating his needs and supporting the departments and initiatives he is directly responsible for. This position will interact with a diverse group of internal and external contacts on behalf of the organization, specifically representing the Chief Operating Officer. This role requires strong discretion, organization, project coordination, initiative and critical thinking skills to provide consistent high-level support on various initiatives and tasks. Professional judgment, tact, flexibility, timeliness, attention to detail and the ability to multi-task, while prioritizing a complex workload is expected.
• Proactively anticipate needs of COO’s calendar, meetings, projects and support with a strategic and thoughtful approach.
• Invoice management, including submitting and tracking of approval workflow and payment status.
• Efficiently manage the COO’s meeting heavy calendar.
• Manage professional communication and corporate correspondence by answering calls, taking messages or forwarding to the appropriate party, and typing correspondence.
• Communicate with internal and external stakeholders on behalf of the COO: in-person and via phone, Webex/ virtual, email, and text correspondence.
• Perform tasks on behalf of COO while maintaining utmost discretion and the highest level of confidentiality.
• Provide administrative support to Security & Life Safety and Operations departments, including telephone coverage as necessary.
• Schedule, organize, and provide support with meetings, conference calls, travel, and related logistics.
• Prioritize, organize, prepare, and distribute internal/external documents including memoranda, letters, reports, presentations, confidential information, general correspondence, etc.
• Plan and coordinate team meetings including preparation and circulation of meeting materials, including agendas and meeting minutes.
• Organize and prioritize information and support projects / initiatives.
• Serve as lead coordinator for designated projects, such as workflow coordination, ensuring adherence to Standard Operating Procedures (“SOP”) for American Express expenses and timely completion of all justification reports reviewed by COO.
• Be first point of contact for COO inquiries/questions and respond in a timely manner.
• Act as a liaison with cross functional departments and external parties.
• Proactively identify and escalate potential issues that may arise within projects and find effective/creative solutions to mitigate risk.
• Understand the complex projects and initiatives within the COO’s purview, ensuring he is kept abreast of misalignments, bottlenecks, while handling with tact, initiative, and diplomacy.
• Assist the COO in preparing presentations, agendas, minutes, and various presentation materials
• High School Diploma/GED equivalent required. College Degree or relevant office administration program certification preferred
• Experience working in a corporate environment
• Minimum 4 years of experience supporting Senior Level Executives, including with project management
• Strong time management skills to handle multiple assignments, with a high degree of accuracy and initiative to meet deadlines
• Excellent judgment and ability to handle highly confidential information and materials with discretion
• Outstanding ability to organize complex schedules in a high-pressure environment
• Ability to interact effectively with diverse groups and relationship building skills
• Effective team communication skills to work both independently and in team settings, as needed
• Excellent attention to detail and strong organizational skills
• Effective oral and written communication skills
• Professional and calm demeanor with a resourceful, can-do attitude
• Multitasking and ability to maintain a senior executive on task with daily meetings
• Advanced proficiency in Microsoft Office applications (i.e. Word, Excel, Outlook, and PowerPoint)
• Knowledge of Microsoft Project or demonstrated ability to learn scheduling software a plus
• Knowledge of SABA or performance management systems, a plus
• Demonstrated ability to learn data management software a plus
Salary Range: $80,000 - $100,000