Legal Executive Assistant

Wabtec•Pittsburgh, PA

18h•Onsite

About The Position

The Legal Executive Assistant provides high-level administrative support to the Executive Vice President, General Counsel & Secretary and legal leadership team, helping ensure efficient day-to-day activities with the Legal Department with the highest level of professionalism. This role proactively manages executive priorities, manages complex calendars, coordinates meetings and travel, submits expenses, prepares correspondence and presentation, handles confidential information with discretion, and serves as a key point of coordination for internal and external communications. In addition to providing executive support, the Legal Executive Assistant plays an integral role in supporting corporate governance and information governance activities, including assisting with the coordination of Board and committee materials, maintaining corporate records, assisting with entity management, supporting records retention and document management initiatives. By anticipating needs and improving administrative processes, this role allows legal leadership to focus on strategic priorities, risk management and delivering value to the business.

Requirements

6+ years of executive administrative experience supporting senior executives, preferably with a corporate legal department.
Exceptional organizational, communication, and project management skills.
Experience organizing projects and ensuring that they remain on track.
Demonstrated ability to manage highly confidential information with discretion.
Experience with daily use of Artificial Intelligence
Ability to prioritize multiple competing demands in a fast-paced environment.
Experience working in a high-paced, global environment.
Demonstrates advanced proficiency in Microsoft tools, including Co-Pilot, Excel, Word, Visio, and Outlook.

Nice To Haves

Preferred experience with records management, including data destruction and data retention.
Preferred experience with corporate governance coordination including acting as a liaison between the internal stakeholders and the entity management platform as it pertains to corporate governance and entity management activities.
Preferred experience with Workday, Smartsheet, and Harvey AI.

Responsibilities

Orchestrate a dynamic and often shifting executive calendar, making thoughtful tradeoffs to ensure time is spent on the highest-impact work.
Handle end-to-end travel planning, including complex domestic and international itineraries with a strong attention to detail.
Manage expense submissions with accuracy and timeliness.
Create clear, well-structured materials for meetings, including talking points, presentations, and executive communications.
Keep a pulse on open items and commitments, ensuring nothing falls through the cracks.
Act as a trusted partner to the General Counsel and broader legal leadership team.
Bring structure and organization to leadership forums, including recurring meetings, planning sessions, and offsites.
Prepare materials in advance, manage logistics during, and drive follow-ups afterward to maintain momentum.
Help keep communication flowing smoothly across legal and business teams.
Support execution of key team-wide initiatives, events, and meetings, both internal and external.
Coordinate large-scale touchpoints such as quarterly reviews and annual gatherings.
Assist with aligning schedules, deliverables, and stakeholders across multiple priorities.
Develop and streamline administrative processes
Collaborate with administrative peers across the organization
Schedule and manage meetings across time zones, ensuring global participants are accommodated.
Manage e-sign needs for entire legal department
Manage incoming and outgoing mail and legal correspondence, ensuring timely routing and response.
Play an active role in supporting the company’s information governance framework, helping ensure legal data is managed thoughtfully across its lifecycle.
Partner with Legal, IT, Compliance, and Records teams to support data retention, classification, and defensible disposition practices.
Assist with implementing and maintaining document organization standards within legal systems and shared repositories.
Contribute to the selection, implementation, and ongoing administration of a company-wide document management system, ensuring it aligns with legal and business needs.
Help drive user adoption by supporting workflows, organizing content structures, and reinforcing best practices within the system.
Help monitor adherence to records retention schedules, including identifying materials eligible for archiving or deletion.
Support litigation hold processes and legal hold processes by coordinating custodians, tracking notices, and maintaining related documentation.
Contribute to data hygiene efforts across legal tools and platforms to improve accuracy, accessibility, and consistency.
Assist in preparing documentation and responses for audits, regulatory inquiries, or internal reviews related to data management.
Promote best practices by helping educate team members on proper handling, storage, and sharing of sensitive legal information.
Coordinate with stakeholders to ensure governance policies are reflected in day-to-day workflows and tools.
Maintain organized, up-to-date corporate records, ensuring key documents are easy to locate and properly archived.
Assist with preparation and tracking of corporate approvals, including resolutions and written consents.
Support ongoing compliance requirements by monitoring filing timelines and coordinating submissions.
Partner with external providers (e.g., registered agents) to keep entity information current and accurate.
Update and maintain entity data systems, including ownership details and officer/director records.
Facilitate document execution and ensure finalized materials are stored in accordance with governance standards.
Compile and provide entity documentation for audits, transactions, or internal requests as needed.