Legal Administrative Assistant & Board Liaison

Responsibilities

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