Legal Administrative Assistant & Board Liaison

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. ESRTs flagship Empire State Building the Worlds Most Famous Building features its iconic Observation Deck. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of June 30 2026 ESRTs portfolio is comprised of approximately 7.5 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 and by following ESRT on Facebook Instagram TikTok X and LinkedIn .

POSITION SUMMARY

The Legal Administrative Assistant & Board Liaison will provide high-level administrative operational and governance support to the Legal Department executive leadership and ESRTs Board of Directors. This role serves as the primary liaison between ESRT management and members of the Board of Directors and is responsible for coordinating board and committee meetings managing board communications and logistics supporting governance and compliance initiatives and providing executive administrative support to the SVP Chief Counsel Real Estate and additional legal leadership.

This position is critical to ensuring the smooth execution of board governance activities executive operations and legal department administration. The Legal Administrative Assistant & Board Liaison must demonstrate exceptional professionalism discretion organizational skills attention to detail and the ability to manage multiple high-priority tasks in a fast-paced environment. The ideal candidate is proactive service-oriented highly responsive and capable of building strong working relationships with board members executives employees and external partners.

RESPONSIBILITIES

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

LEGAL ADMINISTRATIVE SUPPORT:

• 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 FedEx 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

COMPLIANCE & REPORTING SUPPORT:

• Maintain stock pre-trade request logs and distribute approved trades to employees while maintaining records in SharePoint

• Maintain proposed business gifts forms and related approval logs in SharePoint

• Assist with review and administration of employee gift request submissions

• Coordinate signatures and documentation related to Disclosure Committee certifications Form 10-Ks Form 10-Qs 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 timely follow-up on outstanding documentation and approvals

TEAM & OPERATIONAL SUPPORT:

• Provide backup support for executive leadership administrative coverage and Reception as needed

• Assist 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

WHAT SUCCESS LOOKS LIKE

• Highly organized proactive responsive and maintain exceptional attention to detail

• Manage multiple competing priorities while consistently meeting deadlines and maintaining professionalism under pressure

• Build strong relationships with Board members executives employees and external partners while maintaining discretion and confidentiality

• Anticipate needs solve problems proactively and improve operational efficiency wherever possible

• Effectively support governance processes executive operations and Legal Department administration with accuracy and professionalism

• Demonstrate exceptional communication skills and maintain a high standard of customer service

• Uphold ESRTs mission values and culture through collaboration accountability and operational excellence

REQUIRED SKILLS / ABILITIES

• Proficiency with Microsoft Office Suite and related software (Word Excel Outlook PowerPoint SharePoint Teams)

• Excellent verbal and written communication skills

• Exceptional organizational skills and attention to detail

• Strong interpersonal and customer service skills

• Ability to maintain confidentiality and handle sensitive information with discretion

• Strong time management skills with the ability to prioritize and manage multiple deadlines

• Ability to work independently and collaboratively in a fast-paced environment

• Strong problem-solving skills and a proactive mindset

• Professional demeanor with executive presence and sound judgment

• Experience working with Board portals and governance management systems such as Diligent preferred

EDUCATION & EXPERIENCE

• Associates or Bachelors degree preferred but not required

• 10 or more years of administrative assistant experience required preferably supporting senior executives or Board operations

• Experience supporting public company Board governance activities strongly preferred

• Experience with expense management systems travel coordination and invoice processing preferred

• Experience within legal real estate financial services or public company environments 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 addition ESRT employees embody our Company Culture & Success Factors -

• Adaptable you are a self-starter whos 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 with potential for equity

• 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

$115000 - $130000 a year

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.

We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.

Required Experience:

Junior IC