Executive Assistant & Board Liaison

Empire State Realty Trust•New York, NY

7d•Hybrid

About The Position

The Executive 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 Executive 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.

Requirements

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
Five 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, travel coordination, and invoice processing preferred
Experience within legal, real estate, financial services, or public company environments preferred

Nice To Haves

Experience working with Board portals and governance management systems such as Diligent preferred
Associate’s or Bachelor’s degree preferred, but not required

Responsibilities

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
Provide executive 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
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
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