Executive Coordinator

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