Executive Support Coordinator

TD Bank•New York, NY

17h•Onsite

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 closely with Facilities, Conferencing, Security, Food Services, and other workplace teams. With an emphasis on hospitality, discretion, and attention to detail, the coordinator helps streamline executives’ workdays and deliver a consistently high standard of service. The role also provides highly skilled, diversified, confidential administrative support to a senior executive. It involves complex and technical work requiring discretion and independent judgment, contact with people throughout the company and external organizations, and the handling of highly confidential materials. The coordinator manages executive administrative details, facilitates high-level functions, and may supervise administrative and support personnel. Responsibilities may include organizing confidential merger and acquisition meetings and due diligence documents, and preparing and distributing Board of Directors and Committee materials, minutes, and records.

Requirements

At least 3 years of related experience.
Associate's degree and/or Bachelor's degree, or progressive work experience in addition to the stated 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.
Professionalism, discretion, and the ability to exercise independent judgment in handling confidential work.

Nice To Haves

Experience in hospitality, concierge, workplace services, customer service, or executive support.
Knowledge of workplace operations and services.
Experience supporting senior executives.
Ability to manage multiple priorities in a fast-paced environment.
Strong communication and relationship-building skills.
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 to the appropriate party, respond independently when appropriate, and identify priorities.
Establish and maintain highly confidential files and records.
Manage the office of a senior executive and apply knowledge of executive operations, policies, practices, and personnel.
Coordinate high-level executive functions, appointments, meetings, conferences, and travel itineraries.
Perform duties to conserve executive time, including maintaining personal business bookkeeping records and other personal business items as directed.
Handle confidential functions, including early-stage merger and acquisition meetings and due diligence document organization.
Compile, format, prepare, and distribute Board of Directors and Committee meeting materials, minutes, and records; may support other Board activities such as a Board website or annual meeting documents.
Communicate and 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 and relieving the executive of administrative details.
Research information and assemble and prepare data and special reports, including analysis and summaries such as SEC research, merger and acquisition activity, 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 assistance.
Partner with Facilities, Conferencing, Security, Food Services, and other workplace teams to support workplace services and readiness.