Executive 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

EXECUTIVE & LEGAL ADMINISTRATIVE SUPPORT:

• Provide executive 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 ESRT’s mission, values, and culture through collaboration, accountability, and operational excellence

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

• Five 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