Legal Administrative Assistant & Board Liaison

RESPONSIBILITIES

BOARD & GOVERNANCE SUPPORT: 

• Coordinate and maintain the annual schedule for Board of Directors and Committee meetings, including coordination with executive leadership calendars and board member availability

• Reconfirm director availability and distribute annual board and committee meeting schedules 

• Serve as the primary liaison between ESRT employees and Board members for meeting coordination and communication 

• Coordinate all logistics related to Board and Committee meetings, including conference room reservations, meals, technology needs, transportation, and accommodations 

• Reserve and coordinate Board dinners, Annual Stockholder Meeting logistics, and related events 

• Coordinate with Office Services, IT, Building Management, and other internal teams in advance of all meetings to ensure seamless execution 

• Prepare and distribute meeting reminders, materials, and communications to Board members in a timely manner 

• Follow up with internal teams to ensure Board materials are finalized and distributed within required deadlines 

• Schedule Interim Board calls, Investment Committee meetings, Audit Committee telephonic calls, and additional governance-related meetings throughout the year 

• Coordinate meeting presenters and presentation logistics for Board meetings and Board dinners 

• Assist directors with ad hoc requests, including IT assistance, travel coordination, reimbursement inquiries, VIP access, and other administrative support needs 

• Arrange hotel accommodations, transportation, meals, and other travel-related logistics for directors attending meetings in New York 

• Process Board member expense reimbursements, including preparation of check requests and collection of receipts and supporting documentation 

• Send Board retainers and wire confirmation communications to directors 

• Maintain Board and senior management contact lists and distribution records 

• Assist with onboarding and offboarding of Board members 

• Maintain confidentiality and security of Board information, passwords, and governance materials within Diligent and other systems 

• Coordinate reminders and follow-up for D&O questionnaires, UWC signatures, and other governance documentation requirements 

• Register Board members and guests for meetings and events as required 

LEGAL ADMINISTRATIVE SUPPORT: 

• Provide administrative support to the SVP, Chief Counsel, Real Estate and additional legal leadership 

• Manage complex calendars, meeting scheduling, and recurring meetings for legal leadership and the Legal Department 

• Confirm next-day appointments and provide meeting reminders to executives 

• Coordinate meetings, conference rooms, technology setup, catering, and guest registration for Legal Department meetings 

• Prepare expense reports, reimbursements, and travel arrangements for legal leadership and the Legal Department 

• Maintain contact lists, departmental records, trackers, spreadsheets, and filing systems 

• Handle incoming calls, mail distribution, correspondence, scanning, filing, FedEx shipments, and document management 

• Submit invoices and vendor forms for processing and maintain tracking logs for legal invoices and outstanding payments 

• Assist with onboarding of new attorneys and Legal Department team members 

• Support legal transactions and closings through coordination of signatures, documentation, and communication with internal and external counsel 

• Prepare and distribute visitor lists to Reception for guest registration and office access 

• Maintain organized files and records within SharePoint and departmental systems 

COMPLIANCE & REPORTING SUPPORT: 

• Maintain stock pre-trade request logs and distribute approved trades to employees while maintaining records in SharePoint 

• Maintain proposed business gifts forms and related approval logs in SharePoint 

• Assist with review and administration of employee gift request submissions 

• Coordinate signatures and documentation related to Disclosure Committee certifications, Form 10-Ks, Form 10-Qs, and other SEC reporting processes 

• Scan, maintain, and distribute governance and compliance documentation to appropriate departments 

• Schedule quarterly debt compliance meetings and external public company compliance calls 

• Maintain accurate compliance records and ensure timely follow-up on outstanding documentation and approvals 

TEAM & OPERATIONAL SUPPORT: 

• Provide backup support for executive leadership administrative coverage and Reception as needed 

• Assist other ESRT employees and departments with administrative support and special projects as requested 

• Serve as a collaborative and dependable team member willing to assist with training, problem solving, and operational support 

• Maintain professionalism, discretion, and a high level of customer service in all interactions 

• Take initiative to improve processes, efficiency, organization, and communication across departments 

• Perform additional administrative duties and special projects as assigned 

WHAT SUCCESS LOOKS LIKE

• Highly organized, proactive, responsive, and maintain exceptional attention to detail 
• Manage multiple competing priorities while consistently meeting deadlines and maintaining professionalism under pressure 
• Build strong relationships with Board members, executives, employees, and external partners while maintaining discretion and confidentiality 
• Anticipate needs, solve problems proactively, and improve operational efficiency wherever possible 
• Effectively support governance processes, executive operations, and Legal Department administration with accuracy and professionalism 
• Demonstrate exceptional communication skills and maintain a high standard of customer service 
• Uphold ESRT’s mission, values, and culture through collaboration, accountability, and operational excellence 

REQUIRED SKILLS / ABILITIES

• Proficiency with Microsoft Office Suite and related software (Word, Excel, Outlook, PowerPoint, SharePoint, Teams) 

• Excellent verbal and written communication skills 

• Exceptional organizational skills and attention to detail 

• Strong interpersonal and customer service skills 

• Ability to maintain confidentiality and handle sensitive information with discretion 

• Strong time management skills with the ability to prioritize and manage multiple deadlines 

• Ability to work independently and collaboratively in a fast-paced environment 

• Strong problem-solving skills and a proactive mindset 

• Professional demeanor with executive presence and sound judgment 

• Experience working with Board portals and governance management systems such as Diligent preferred 

EDUCATION & EXPERIENCE

• Associate’s or Bachelor’s degree preferred, but not required 

• 10 or more years of administrative assistant experience required, preferably supporting senior executives or Board operations 

• Experience supporting public company Board governance activities strongly preferred 

• Experience with expense management systems, travel coordination, and invoice processing preferred 

• Experience within legal, real estate, financial services, or public company environments preferred 

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

WHAT YOU CAN EXPECT

At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our Company Culture & Success Factors -
• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

• Competitive base salary and bonus with potential for equity 

• Health/Dental/Vision insurance 

• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance 

• Voluntary Enhanced LTD Program 

• Voluntary Hospital, Accident, and Cancer Programs 

• 401(k) with 100% match up to 5% 

• Paid parental leave 

• Pre-tax transit accounts 

• Employee Assistance Program for emotional, financial, and legal support 

WELL-BEING

• Generous paid time off 

• Flex remote work time 

• Flex Summer Fridays 

• Employee engagement programs 

• Volunteer time off 

• Continuing education 

• Complimentary Empire State Building Observatory access 

• Complimentary gym membership and other wellness benefits 

• Employee Discount Programs