Administrative Assistant

COMPANY SUMMARY

Empire State Realty Trust, Inc. (NYSE: ESRT) is a NYC-focused REIT that owns and operates a portfolio of modernized, amenitized, and well-located office, retail, and multifamily assets. ESRT’s flagship Empire State Building, the “World's Most Famous Building,” features its iconic Observatory that was declared the #1 Attraction in the World – and the #1 Attraction in the U.S. for the third consecutive year – in Tripadvisor’s 2024 Travelers’ Choice Awards: Best of the Best Things to Do. The Company is the recognized leader in energy efficiency and indoor environmental quality. As of September 30, 2024, ESRT’s portfolio is comprised of approximately 7.8 million rentable square feet of office space, 0.7 million rentable square feet of retail space and 732 residential units.  More information about Empire State Realty Trust can be found at esrtreit.com and by following ESRT on Facebook, Instagram, TikTok, X, and LinkedIn.

The dedicated team at ESRT is a collection of diverse individuals with a shared passion for excellence and a keen eye toward future growth. Headquartered in New York City, we harness the energy of the city in everything we do. We care for one another, work hard, and have a lot of fun doing it! We are Certified™ as a Great Place to Work® by the global authority, Great Place to Work®, on workplace culture, employee experience, and leadership behaviors. We prioritize and invest in the health and wellness of employees to attract, develop, and retain top-tier talent. ESRT values continuous employee development and encourages colleagues to excel in their roles and adapt to emerging business needs. From our crown jewel, The Empire State Building, to incredible buildings modernized for the 21st century, to outstanding customer service, and our decade-long leadership position in sustainability and energy efficient portfolio that is 100% fully powered by renewable wind electricity, we take pride in our work. ESRT seeks an equally passionate colleague to join the team, understand the vision and help achieve that vision.

POSITION SUMMARY

The Administrative Assistant will provide administrative support to the Human Resources department and the SVP, Human Resources Strategy and Operations. This role is critical to help the Human Resources department run efficiently, reach its milestones, and execute deadlines timely. The role provides calendar management ownership to the SVP, Human Resources Strategy Operations and to the Human Resources department at large. The Administrative Assistant owns the Human Resources calendar and is responsible to coordinate events, ensure execution of events, and plan events as needed. Other job duties include interview scheduling, execution of company-wide memos, expense management, internal Human Resources document management via SharePoint, execution of reporting requests, ownership and execution of ESRT’s volunteerism and Learning and Development initiatives, and curation of our monthly Human Resources newsletter.

The position requires a highly motivated individual with good communications skills (written and verbal), strong ability to handle multiple functions in an accurate manner, and exceptional customer service skills. The Administrative Assistant will act as a dynamic partner to the organization and will act as the liaison between the Human Resources department and other groups (both external and internal). The ideal candidate will be ready to take on new tasks and opportunities to learn as they arise.

• Own calendar management for Human Resources department
• Own calendar management for SVP, Human Resources Strategy and Operations, which includes scheduling meetings, organizing and coordinating meetings with other departments, maintenance and organization of calendar, and outreach to internal and external partners
• Proactively utilize the annual Human Resources calendar to schedule tasks for team to ensure successful project completion
• Perform employee service functions by answering employee requests and questions through the Human Resources email inbox
• Schedule and coordinate staff and meetings on behalf of the Human Resources department
• Assist Human Resources department with engagement and wellness event planning and execution including event preparation, setup, and post-event protocols with employee feedback in mind
• Assist in scheduling meetings and interviews as requested by HR staff
• Assist with ESRT Committees with administrative support and project management as needed
• Prepare company-wide communication, such as memos and calendar invites, to be sent from the Human Resources email
• Monitor and respond to emails received through the department email address in a timely manner
• Organize and maintain receipts for any expenses within the Human Resources department to be reconciled by the end of the month
• Maintain organization of online files within the Human Resources SharePoint site and update internal databases
• Liaison between departments within the company to ensure client satisfaction, creating effective interdepartmental relationships and communication channels; ensures consistent, accurate and effective communication within and outside of the HR department
• Prepare spreadsheets, presentations, and documents as requested
• Help maintain company organizational charts and seating assignments
• Pull reporting as requested and on a recurrent basis from ADP, Quantum Workplace, and other databases and streamlines operational reporting needed for Human Resources team
• Coordinate the Learning and Development program, Empire Academy
• Curate monthly newsletter, the HR Muscle
• Plan, execute, and coordinate volunteer events and prepare volunteer reports on a regular basis
• Take initiative to improve efficiency within department scheduling, organization, and overall coordination
• Manage other administrative functions as requested by management or specific to our contractual requirements
• Maintain organization in Human Resources office space
• Work on special projects as requested

• You are organized, consistent, proactive, communicative, and maintain a high standard of work quality paired with high attention to detail.
• You are eager to learn and develop your skills as a Human Resources professional and want to collaborate with a fast-moving team.
• You properly manage your key job responsibilities to meet key deadlines and support your manager while you contribute to a positive workplace culture.
• You have a genuine passion to make your role as efficient as possible with a desire to better the Human Resources department.
• You effectively support the SVP, Human Resources Strategy and Operations and the Human Resources team in their efforts to manage the employee lifecycle, which includes recruitment, onboarding, engagement, development & training, retention, and offboarding.
• You are passionate about creating a work environment and culture that retains talent and shows employees our commitment to their well-being.
• You uphold ESRT’s mission and values by efficiently supporting the Human Resources team in the management of people, culture, and HR operations.

• Proficiency with Microsoft Office Suite and related software (includes Microsoft Word, Excel, Outlook, PowerPoint, SharePoint) and the Internet is required
• Ability to maintain an organized work environment
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment
• Ability to work well independently with minimal direction

• An Associates or Bachelor's degree is preferred, but not required
• Two to three years’ prior administrative experience is required
• Experience with Yardi and TravelBank for expense management is preferred
• Experience with event planning and coordination is preferred

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

• At ESRT, like our tenants, our employees come from everywhere. We foster a richly diverse work environment that captures top talent and cultivates the best ideas. By focusing on inclusion and celebrating our differences, we create even greater value — in business practices, relationships, and employee engagement. As an Equal Opportunity Employer, we are committed to maintaining a diverse, inclusive and equitable work environment where our employees can thrive. In addition, ESRT employees embody our Company Culture & Success Factors:
• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, and embrace and contribute to a culture of diversity and inclusion
• Positive – you possess a service-oriented attitude with excellent follow through 

• Competitive base salary and bonus
• 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

• Generous paid time off
• Flex remote work time
• Flex Summer Fridays
• Employee engagement programs
• Volunteer time off
• Continuing education
• Complimentary Empire State Building Observatory access
• Complimentary gym membership and other wellness benefits
• Employee Discount Programs

ESRT is an affirmative action and equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because they drive curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, caregiver status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Accommodations are available for applicants with disabilities