Legal Administrative Assistant & Board Liaison

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

• 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 ESRTs mission values and culture through collaboration accountability and operational excellence

• Associates or Bachelors degree preferred but not required

• 10 or more years of executive administrative 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

• 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