Executive Coordinator

Thedurstorganization; New York (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

The Durst Organization is seeking an Executive Coordinator to provide confidential, high-level administrative support to the Chief Operating Officer. You will manage schedules, coordinate projects, handle invoice processing, and prepare communications and presentations.

The role requires discretion, organization, and strong multi-tasking in a fast-paced environment. Responsibilities include supporting the Operations and Security & Life Safety teams, coordinating meetings and travel, and

Qualifications

• High school diploma or GED required; college degree preferred.
• Minimum 4 years supporting senior executives, with project management experience.
• Strong time management and ability to handle confidential information.

Responsibilities

• Anticipate COO needs and manage calendar, meetings, and projects.
• Process invoices and track approvals and payments.
• Manage heavy calendar and professional communications on behalf of the COO.
• Support Security & Life Safety and Operations teams with admin tasks.
• Coordinate meetings, travel, and logistics; prepare materials and minutes.

Skills

Executive support

Calendar management

Project coordination

Invoice processing

Discretion

Communication

MS Office

Education

High School Diploma/GED

College degree preferred

Tools

Microsoft Project

SABA

Job description

Durst Profile:

Since 1915, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towers and residential buildings that set new standards in environmental responsibility and user efficiency. Our enduring relationships with our tenants and partners are critical to our success and have made us generations of builders, building for generations. We build, own, and operate many of the world’s most innovative and efficient buildings. We create value for our tenants and partners by developing sustainable residential and commercial properties in which people live, work, and thrive.

Overview

Reporting tothe Chief Operating Officerrof The Durst Organization, the Executive Coordinator is entrusted withconfidential,comprehensive executive-level administrative support, calendar management,project coordination,invoiceprocessing includingmanagement and trackingof payments,document development,and minute taking. The Executive Coordinator will also supportExecutive Leaders ofthe Operations andSecurity & Life Safetydepartments, within the COO’s purview.The primary responsibility of the Executive Coordinator position is tofacilitate smooth operations forf theChief Operating Officer, anticipating his needs and supporting the departmentsand initiativeshe isdirectlyresponsible for. This position will interact with a diverse group of internal and external contacts on behalf of the organization, specificallyrepresentingtheChief Operating Officer. This role requires strongdiscretion,organization, project coordination,initiativeand critical thinkingskills to provideconsistent high-level support on various initiatives and tasks. Professional judgment, tact, flexibility, timeliness, attention todetailand the ability to multi-task, while prioritizing a complex workload is expected.

Responsibilities

• Proactivelyanticipateneeds ofCOO’scalendar, meetings,projectsand supportwith a strategic and thoughtful approach.
• Invoice management, includingsubmittingandtracking ofapproval workflow and payment status.
• Efficiently manage theCOO’smeeting heavy calendar.
• Manage professional communication and corporate correspondence by answering calls, takingmessagesorforwardingto theappropriate party, and typing correspondence.
• Communicate with internal and external stakeholders on behalf of theCOO:in-person andviaphone,Webex/ virtual,email, and textcorrespondence.
• Perform tasks on behalf ofCOOwhilemaintainingutmost discretion and the highest level of confidentiality.
• Provide administrative support to Security & Life Safety and Operations departments, including telephonecoverageas necessary.
• Schedule, organize, and provide support with meetings, conference calls, travel, and relatedlogistics.
• Prioritize, organize, prepare, and distribute internal/external documents including memoranda, letters, reports, presentations, confidentialinformation, general correspondence, etc.
• Plan and coordinate team meetings including preparation and circulation of meeting materials, including agendas and meeting minutes.
• Organize and prioritize informationand support projects / initiatives.
• Serve as lead coordinator for designated projects,such asworkflow coordination,ensuring adherence to Standard Operating Procedures (SOP) for American Express expenses andtimelycompletion of all justification reports reviewed byCOO.
• Befirstpoint of contact forCOOinquiries/questions and respondin a timely manner.
• Act as a liaison with cross functional departments and external parties.
• Proactivelyidentifyand elevate potential issues that may arise within projectsand 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.

Qualifications

• High School Diploma/GED equivalentrequired. College Degree or relevant office administration program certification preferred
• Experience working in a corporate environment
• Minimum4 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 tomaintain 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 (annual)

EEOC

Equal Opportunity Employer and Affimilative Action Employer for Protected Veterans and Individuals with Disabilities.

The Durst Organization and Affiliates is an equal opportunity employer for all and an employer for qualified veterans and individuals with disabilities in accordance with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, genetic information, disability or protected veteran status, or any other characteristic protected by law. Please click here for more information about Equal Opportunity Employment – Notice of Rights (EEO is the Law).

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