Executive Coordinator

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 to  the Chief Operating Office r  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.    Responsibilities:  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.   Qualifications: 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 (annual) EEOC Equal Opportunity Employer and Affirmative 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 w