Executive Support Coordinator

TD•New York, NY

2d•$26 - $36

About The Position

The Executive Support Coordinator provides high-touch, personalized workplace and concierge support to executives, their teams, and guests. The role supports executive and visitor services, catering and events, workplace amenities, and personalized concierge requests, partnering with Facilities, Conferencing, Security, Food Services, and other workplace teams. With a focus on hospitality, discretion, and attention to detail, the coordinator helps remove friction from the executive workday and delivers a consistently high standard of service. The job description also details executive administrative support duties, including confidential and complex administrative work for a senior executive. The position manages executive operations and confidential materials, coordinates high-level functions with independent judgment, acts as a liaison with internal and external stakeholders, and supports Board of Directors and Committee activities. The role may supervise administrative and support personnel.

Requirements

Associate’s degree and/or bachelor’s degree, or progressive work experience in addition to the required experience.
At least 3 years of related experience.
Exceptional clerical and administrative skills.
Knowledge of division organization, terminology, and operations.
Ability to work independently and within a team.
Proven organizational skills, including the ability to keep others focused, on task, and efficient.
Excellent written and verbal communication skills and ability to work with all levels of the enterprise.
Demonstrated PC skills, including proficiency with spreadsheets, reporting tools, and presentation software.

Nice To Haves

Experience in hospitality, concierge, workplace services, customer service, or executive support.
Knowledge of workplace operations and services.
Experience supporting senior executives.
Professional, discreet, and solutions-focused approach.
Ability to manage multiple priorities in a fast-paced environment.
Strong communication and relationship-building skills.
Ability to work independently.
Post-secondary education or equivalent experience.

Responsibilities

Prepare, edit, and type confidential materials, reports, correspondence, and statistical tables.
Answer and screen telephone calls, take messages, and receive visitors.
Organize executive mail and paperwork, forward items or respond independently as appropriate, and flag priorities.
Establish and maintain highly confidential files and records.
Manage a senior executive’s office, applying knowledge of executive operations, policies, practices, and personnel.
Coordinate high-level executive functions with latitude for independent judgment.
Schedule appointments and coordinate meeting, conference, and travel arrangements.
Perform duties that conserve the executive’s time, including personal business bookkeeping and related items as directed.
Support highly confidential functions, including early-stage merger and acquisition meetings and due diligence document organization.
Compile, format, prepare, and distribute Board of Directors and Committee materials, minutes, and records; may assist with Board website or annual meeting documents.
Coordinate with internal departments, community leaders, organizations, shareholders, and high-level customers as a liaison for the President or Senior Executive, resolving issues and concerns.
Research information and prepare data and special reports with analysis and summaries, including SEC research, merger and acquisition, or proxy activity.
Conduct assigned projects, such as coordinating regulatory exams.
Analyze complex information requests and determine appropriate action.
Provide executive and visitor services, catering and event support, workplace amenities, and personalized concierge services.
Partner with Facilities, Conferencing, Security, Food Services, and other workplace teams to support workplace operations and executive needs.