Legal Executive Assistant

Job Description

How will you make a difference?

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.

 

What do we want to know about you?

• 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.
• 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.
• Demonstrates advanced proficiency in Microsoft tools, including Co-Pilot, Excel, Word, Visio, and Outlook. Preferred experience with Workday, Smartsheet, and Harvey AI.

 

What will your typical day look like?

Executive Rhythm & Priorities Management

• 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.

Counsel & Leadership Enablement

• 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.

Departmental Planning & Coordination

• 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.

Operational Support & Workflow Management

• 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.

Information Governance & Data Stewardship

• 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.

Corporate Records & Entity Coordination

• 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.

 

More information on offered benefits, which include health, welfare, and retirement, is available at mywabtecbenefits.com .

 

Wabtec will only employ those who are legally authorized to work in the U.S. for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable) and fitness for duty test (as applicable).

Additional Information

Our job titles may span more than one career level. The salary rate for this role is currently $40.00-$50.00 per hour. The actual salary offered to a candidate may be influenced by a variety of factors, such as: training, transferable skills, work experience, education, business needs, market demands and work location. The base pay range is subject to change and may be modified in the future. More information on offered benefits, which include health, welfare, and retirement, are available at mywabtecbenefits.com. 

What could you accomplish in a place that puts People First?

At Wabtec, it’s not just about a job - it’s about the impact you make. When our people come together, we’re Expanding the Possible by continuously improving what we do and how we do it - for our clients and each other.

If you’re ready to revolutionize how the world moves for future generations, Wabtec is the place for you.

Who are we?

Wabtec is a leading global provider of equipment, systems, digital solutions, and value-added services for the freight and transit rail sectors. Drawing on more than 150 years of experience, we are leading the way in safety, efficiency, reliability, innovation, and productivity. Whether it’s freight, transit, ports, logistics, mining, industrial, or marine, our expertise, technologies, and people together – are accelerating the future of transportation. With roots that date back to George Westinghouse, Thomas Edison, and Louis Faiveley, Wabtec has always built technologies and implemented solutions for a variety of sectors that are critical to meeting the needs of customers and governments alike.

Our global team of about 30,000 employees worldwide delivers performance that moves the world forward. We’re lifelong learners, obsessed with better. Learn more at

Culture powers us and the possibilities.

We believe the best ideas come from a mix of experiences and backgrounds. At Wabtec, we strive every day to create a place where everyone belongs. We’re building a culture where leadership, inclusion and your unique perspective fuel progress.

We’re proud to be an Equal Opportunity Employer. We welcome talent of all backgrounds, experiences, and identities, including race, gender, age, disability, veteran status and more.

Need accommodation? Just let us know - we’ve got you.