Executive Assistant & Board Liaison

Empire State Realty Trust

New York, NY

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JOB DETAILS

SALARY

$115,000–$130,000 Per Year

SKILLS

Accounting Close, Administrative Skills, Artificial Intelligence (AI), Billing, Board Meeting, Calendar Management, Cancer, Catering Services, Check Processing, Communication Skills, Conference Management, Contact Management, Corporate Compliance, Customer Support/Service, Dental Insurance, Detail Oriented, Document Management, Documentation, Electricity, Employee Assistance Plan, Energy Efficiency, Establish Priorities, Executive Assistant Skills , Expense Management, Expense Reports, Facebook, File Maintenance, Financial Services, Follow Through, Genetics, Hospital, Industry/Trade Analysis, Information/Data Security (InfoSec), Interpersonal Skills, Leadership, Legal, Legal Support Skills, LinkedIn, Logistics, Mail Processing, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Onboarding, Operational Improvement, Operational Strategy, Operational Support, Operations Processes, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Property Management, Real Estate, Record Keeping, Regulations, Reimbursement, Retail, SEC Filings, Spreadsheets, Staff Development, Sustainability, Team Player, Technical Support, Time Management, Trading/Stockbroking, Travel Planning, Vision Plan, Work From Home, Writing Skills

LOCATION

New York, NY

POSTED

4 days ago

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, ranked the #1 Top Attraction in New York City for the fifth consecutive year in Tripadvisor's 2026 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 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. 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 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.

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
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Reconfirm director availability and distribute annual board and committee meeting schedules
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Serve as the primary liaison between ESRT employees and Board members for meeting coordination and communication
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Coordinate all logistics related to Board and Committee meetings, including conference room reservations, meals, technology needs, transportation, and accommodations
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Reserve and coordinate Board dinners, Annual Stockholder Meeting logistics, and related events
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Coordinate with Office Services, IT, Building Management, and other internal teams in advance of all meetings to ensure seamless execution
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Prepare and distribute meeting reminders, materials, and communications to Board members in a timely manner
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Follow up with internal teams to ensure Board materials are finalized and distributed within required deadlines
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Schedule Interim Board calls, Investment Committee meetings, Audit Committee telephonic calls, and additional governance-related meetings throughout the year
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Coordinate meeting presenters and presentation logistics for Board meetings and Board dinners
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Assist directors with ad hoc requests, including IT assistance, travel coordination, reimbursement inquiries, VIP access, and other administrative support needs
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Arrange hotel accommodations, transportation, meals, and other travel-related logistics for directors attending meetings in New York
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Process Board member expense reimbursements, including preparation of check requests and collection of receipts and supporting documentation
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Send Board retainers and wire confirmation communications to directors
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Maintain Board and senior management contact lists and distribution records
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Assist with onboarding and offboarding of Board members
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Maintain confidentiality and security of Board information, passwords, and governance materials within Diligent and other systems
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Coordinate reminders and follow-up for D&O questionnaires, UWC signatures, and other governance documentation requirements
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EXECUTIVE & LEGAL ADMINISTRATIVE SUPPORT:

Provide executive administrative support to the SVP, Chief Counsel, Real Estate and additional legal leadership
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Manage complex calendars, meeting scheduling, and recurring meetings for legal leadership and the Legal Department
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Confirm next-day appointments and provide meeting reminders to executives
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Coordinate meetings, conference rooms, technology setup, catering, and guest registration for Legal Department meetings
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Prepare expense reports, reimbursements, and travel arrangements for legal leadership and the Legal Department
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Maintain contact lists, departmental records, trackers, spreadsheets, and filing systems
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Handle incoming calls, mail distribution, correspondence, scanning, filing, FedEx shipments, and document management
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Submit invoices and vendor forms for processing and maintain tracking logs for legal invoices and outstanding payments
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Assist with onboarding of new attorneys and Legal Department team members
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Support legal transactions and closings through coordination of signatures, documentation, and communication with internal and external counsel
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Prepare and distribute visitor lists to Reception for guest registration and office access
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Maintain organized files and records within SharePoint and departmental systems
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COMPLIANCE & REPORTING SUPPORT:

Maintain stock pre-trade request logs and distribute approved trades to employees while maintaining records in SharePoint
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Maintain proposed business gifts forms and related approval logs in SharePoint
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Assist with review and administration of employee gift request submissions
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Coordinate signatures and documentation related to Disclosure Committee certifications, Form 10-Ks, Form 10-Qs, and other SEC reporting processes
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Scan, maintain, and distribute governance and compliance documentation to appropriate departments
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Schedule quarterly debt compliance meetings and external public company compliance calls
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Maintain accurate compliance records and ensure timely follow-up on outstanding documentation and approvals
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TEAM & OPERATIONAL SUPPORT:

Provide backup support for executive leadership administrative coverage and Reception as needed
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Assist other ESRT employees and departments with administrative support and special projects as requested
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Serve as a collaborative and dependable team member willing to assist with training, problem solving, and operational support
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Maintain professionalism, discretion, and a high level of customer service in all interactions
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Take initiative to improve processes, efficiency, organization, and communication across departments
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Perform additional administrative duties and special projects as assigned
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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)
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Excellent verbal and written communication skills
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Exceptional organizational skills and attention to detail
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Strong interpersonal and customer service skills
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Ability to maintain confidentiality and handle sensitive information with discretion
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Strong time management skills with the ability to prioritize and manage multiple deadlines
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Ability to work independently and collaboratively in a fast-paced environment
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Strong problem-solving skills and a proactive mindset
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Professional demeanor with executive presence and sound judgment
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Experience working with Board portals and governance management systems such as Diligent preferred
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EDUCATION & EXPERIENCE

Associate's or Bachelor's degree preferred, but not required
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10 or more years of executive administrative experience required, preferably supporting senior executives or Board operations
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Experience supporting public company Board governance activities strongly preferred
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Experience with expense management systems, travel coordination, and invoice processing preferred
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Experience within legal, real estate, financial services, or public company environments preferred
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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 with potential for equity
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Health/Dental/Vision insurance
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Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
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Voluntary Enhanced LTD Program
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Voluntary Hospital, Accident, and Cancer Programs
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401(k) with 100% match up to 5%
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Paid parental leave
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Pre-tax transit accounts
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Employee Assistance Program for emotional, financial, and legal support
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WELL-BEING

Generous paid time off
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Flex remote work time
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Flex Summer Fridays
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Employee engagement programs
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Volunteer time off
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Continuing education
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Complimentary Empire State Building Observatory access
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Complimentary gym membership and other wellness benefits
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Employee Discount Programs
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$115,000 - $130,000 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. 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.

About the Company

Empire State Realty Trust

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