Administrative Assistant

COMPANY SUMMARYEmpire 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 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 Certifiedâ„¢ 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 SUMMARYThe 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.RESPONSIBILITIESOwn calendar management for Human Resources departmentOwn 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 partnersProactively utilize the annual Human Resources calendar to schedule tasks for team to ensure successful project completionPerform employee service functions by answering employee requests and questions through the Human Resources email inboxSchedule and coordinate staff and meetings on behalf of the Human Resources departmentAssist Human Resources department with engagement and wellness event planning and execution including event preparation, setup, and post-event protocols with employee feedback in mindAssist in scheduling meetings and interviews as requested by HR staffAssist with ESRT Committees with administrative support and project management as neededPrepare company-wide communication, such as memos and calendar invites, to be sent from the Human Resources emailMonitor and respond to emails received through the department email address in a timely mannerOrganize and maintain receipts for any expenses within the Human Resources department to be reconciled by the end of the monthMaintain organization of online files within the Human Resources SharePoint site and update internal databasesLiaison 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 departmentPrepare spreadsheets, presentations, and documents as requestedHelp maintain company organizational charts and seating assignmentsPull reporting as requested and on a recurrent basis from ADP, Quantum Workplace, and other databases and streamlines operational reporting needed for Human Resources teamCoordinate the Learning and Development program, Empire AcademyCurate monthly newsletter, the HR MusclePlan, execute, and coordinate volunteer events and prepare volunteer reports on a regular basisTake initiative to improve efficiency within department scheduling, organization, and overall coordinationManage 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 requestedWHAT SUCCESS LOOKS LIKEYou 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.REQUIRED SKILLS ABILITIESProficiency with Microsoft Office Suite and related software (includes Microsoft Word, Excel, Outlook, PowerPoint, SharePoint) and the Internet is requiredAbility to maintain an organized work environmentExcellent verbal and written communication skillsExcellent interpersonal and customer service skillsExcellent organizational skills and attention to detailExcellent time management skills with a proven ability to meet deadlinesAbility to function well in a high-paced and at times stressful environmentAbility to work well independently with minimal directionEDUCATION & EXPERIENCEAn Associates or Bachelor's degree is preferred, but not requiredTwo to three years' prior administrative experience is requiredExperience with Yardi and TravelBank for expense management is preferredExperience with event planning and coordination is preferredPHYSICAL REQUIREMENTSProlonged periods of sitting at a desk and working on a computerMust be able to lift up to 15 pounds at timesWHAT YOU CAN EXPECTAt 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 independentlyDynamic - you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRTDependable - you take a strong sense of ownership and accountability over your workPassionate - you keep up with industry trends and are excited about the potential to propel the industry forward with a "roll-up-your-sleeves" attitudeCurious - you consistently look for new ways to work smarter, not just harderEthical - you treat others with respect, and embrace and contribute to a culture of diversity and inclusionPositive - you possess a service-oriented attitude with excellent follow through BENEFITSCompetitive base salary and bonusHealthDentalVision insuranceCompany sponsored Life, AD&D, STD (with Salary Continuation), and LTD InsuranceVoluntary Enhanced LTD ProgramVoluntary Hospital, Accident, and Cancer Programs401(k) with 100% match up to 5%Paid parental leavePre-tax transit accountsEmployee Assistance Program for emotional, financial, and legal supportWELL-BEINGGenerous paid time offFlex remote work timeFlex Summer FridaysEmployee engagement programsVolunteer time offContinuing educationComplimentary Empire State Building Observatory accessComplimentary gym membership and other wellness benefitsEmployee Discount Programs$65,000 - $80,000 a yearSalary is based on several factors including but not limited to education, work experience, job location, size of property where applicable, andor certifications. In addition to your base salary, ESRT provides discretionary annual bonuses.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

Created: 2025-02-09