Executive Board Liaison & Governance Specialist

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

• 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, Fed Ex 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

• Maintain stock pre‑trade request logs and distribute approved trades to employees while maintaining records in Share Point
• Maintain proposed business gifts forms and related approval logs in Share Point
• 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…