Accounting Administrative Assistant

COMPANY SUMMARY
Empire State Realty Trust, Inc. (NYSE: ESRT) is a NYC-focused REIT that owns and operates a portfolio of well-leased, top of tier, 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, ranked the #1 Top Attraction in New York City for the fourth consecutive year in Tripadvisor’s 2025 Travelers’ Choice Awards: Best of the Best Things to Do. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of December 31, 2025, ESRT’s portfolio is comprised of approximately 7.9 million rentable square feet of office space, 0.8 million rentable square feet of retail space and 743 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 Accounting Administrative Assistant supports the Accounting department and the VP, Head of Property Accounting by managing administrative operations that help the team function efficiently and meet key deadlines. This role is responsible for calendar coordination, meeting scheduling, departmental communication, and general administrative support. 
The position requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. Acting as a liaison across internal teams and external partners, the Administrative Assistant helps facilitate day-to-day operations and supports key accounting processes.

RESPONSIBILITIES

• Provide Executive level support to the VP, Head of Property Accounting and administrative support for accounting staff 
• Coordinate between departments to resolve day-to-day administrative and operational issues 
• Manage the VP, Head of Property Accounting’s calendar, including prioritizing meeting requests, scheduling with internal and external contacts 
• Schedule recurring meetings for Accounts Receivable, Lease Admin, Property Accounting and Observatory Accounting 
• Assist with projects and other duties as directed by the VP 
• Prepare reports and distribute them as needed 
• Act as contact for department, filed questions from tenants, outside vendors and other departments 
• Assist with taking calls from Investors with questions as backup for Manager, Investor Services 
• Act as a contact person to assist with investors calls and emails for their K-1 forms and other tax related issues as needed during tax season 
• Manage the Retail Rent report in SharePoint, updating the report and sending weekly update to property controllers 
• Prepare mail merge letters for the Property Accountants as needed 
• Work closely with external auditors whenever they are conducting an examination on tenants Gross Sales and provide all reports and support documents for the auditors as requested 
• Prepare yearly Close Calendar for the accounting group and send all calendar invites to the team including other department staff 
• Update the Property Master List with changes as they occur 
• Enter new vendors and process vendors changes in Yardi in a timely manner 
• Distribute monthly FQM reports to the Alliance Group 
• Attend and create meeting agenda for the Property Accountants weekly meetings 
• Send FedEx mail and packages as required 
• Order office supplies for the accounting department as needed 
• Record all security deposits in a timely manner for new tenants, move out accounting, replenishments and reductions for all properties 
• Periodic receptionist coverage at the front desk as needed 

WHAT SUCCESS LOOKS LIKE

• Demonstrate strong organization, consistency, and proactive communication while maintaining a high standard of work quality and attention to detail 
• Manage key responsibilities effectively to meet deadlines, support leadership, and contribute to a positive and collaborative workplace culture. 
• Drive efficiency by continuously seeking ways to improve processes and enhance the overall effectiveness of the accounting department

REQUIRED SKILLS / ABILITIES

• Proficiency with Microsoft Office Suite and related software, including Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint  
• Ability to maintain a well-organized and efficient work environment 
• Excellent verbal and written communication skills 
• Strong interpersonal and customer service abilities 
• High level organizational skills and attention to detail 
• Effective time management skills with a proven ability to meet deadlines 
• Ability to perform effectively in a fast-paced and at occasionally high-pressure environment 
• Ability to work well independently with minimal direction 

EDUCATION & EXPERIENCE

• An Associates or Bachelor’s degree is preferred, but not required 
• 2-3 years of prior administrative experience is required 
• Experience with Yardi is preferred 

PHYSICAL REQUIREMENTS

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

WHAT YOU CAN EXPECT

• At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. 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, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

• 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

WELL-BEING

• 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 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 based on race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, reproductive choices, 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. Reasonable accommodations that do not create an undue hardship for the Company are available for applicants and employees with disabilities or sincerely held religious beliefs.