Executive Coordinator

Durst Profile

For 100 years, 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 a Principal of The Durst Organization, the Executive Coordinator is entrusted with confidential, comprehensive executive-level administrative support, calendar management, project coordination, document development, and minute taking. The Executive Coordinator shall also assist Commercial Leasing and Government Affairs and provide back-up support as necessary for Marketing and Communications. The primary responsibility of the Executive Coordinator position is to facilitate smooth operations for the Principal, 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 Principal. This role requires strong organization, project coordination, discretion, 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 Principal’s calendar, meetings, projects and support with a strategic and thoughtful approach.
• Efficiently manage the Principal’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 Principal: in-person and via phone, Webex/ virtual, email, and text correspondence.
• 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 Principal, film production expenses and commission procedures, contract management of corporate season tickets (e.g., New York Knicks and US Open), and distribution of corporate season tickets in accordance with SOP.  
• Be first point of contact for Principal inquiries/questions and respond in a timely manner.
• Act as a liaison with cross functional departments and external parties.
• Perform tasks on behalf of Principal while maintaining utmost discretion and the highest level of confidentiality.
• 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 Principal’s purview, ensuring he is kept abreast of misalignments, bottlenecks, while handling with tact, initiative, and diplomacy.
• Assist the Principal in preparing presentations, agendas, minutes, and various presentation materials.
• Provide administrative support to Commercial Leasing Department as directed by Principal, including back-up telephone coverage as necessary.
• Work closely with Marketing, Communications and Commercial Leasing departments on projects and initiatives.
• Provide administrative support to Government Affairs Department.
• Sort, review, and analyze invoices and provide summaries to the Principal, as necessary.

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

• Advanced proficiency in Microsoft Office applications (i.e. Word, Excel, Outlook, and PowerPoint)
• Knowledge of Airtable Software or demonstrated ability to learn data management software a plus
• Knowledge of Microsoft Project or demonstrated ability to learn scheduling software a plus
• Knowledge of SABA or performance management systems, a plus
• Multitasking and ability to maintain a senior executive on task with daily meetings

 

Salary Range: $80,000 - $100,000 

EEOC

Equal Opportunity Employer and Affirmative Action Employer for Protected Veterans and Individuals with Disabilities