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-K, Form 10-Q, 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