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Legal Administrative Assistant & Board Liaison

Empire State Realty Trust

New York City, NY, United States2w ago

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Skills

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About the role

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 Observation Deck. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of June 30, 2026, ESRT’s 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 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 Legal Administrative Assistant & Board Liaison will provide high-level administrative, operational, and governance support to 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 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