Legal Administrative Assistant & Board Liaison

Legal Administrative Assistant & Board Liaison

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. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of March 31, 2026, ESRT's portfolio is comprised of approximately 8.0 million rentable square feet of office space, 0.8 million rentable square feet of retail space and 743 residential units.

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 Legal Administrative Assistant & Board Liaison will provide high-level administrative and operational coordination and support between the Legal Department, executive leadership, and ESRT's 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 administrative support to the SVP, Chief Counsel, Real Estate and the Legal Team at large.

This position is critical to ensure the smooth execution of board governance activities, 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 ESRT's 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

• Associate's or Bachelor's degree preferred, but not required
• 10 or more years of executive administrative experience required, preferably supporting senior executives or Board operations
• Experience supporting public company Board governance activities strongly preferred
• Experience with expense management systems