Legal Support Coordinator

Wabtec; Pittsburgh (Allegheny County); On-site; USD 85,000 - 120,000; Full time

Job summary

Wabtec is seeking an experienced Legal Support Coordinator/Executive Assistant to empower the General Counsel team. You will manage complex calendars, coordinate domestic and international travel, and prepare executive materials with confidentiality and discretion.

The role also supports governance activities, board materials, records management, and cross-functional communications to drive strategic priorities.

Qualifications

• 6+ years executive administrative experience
• Experience supporting senior executives preferably in a corporate legal dept
• Exceptional organizational, communication, and project management skills
• Ability to manage highly confidential information with discretion
• Familiarity with corporate governance coordination and entity management
• Proficient in Microsoft tools including Copilot, Excel, Word, Visio, Outlook

Responsibilities

• Orchestrate dynamic executive calendar with tradeoffs for high-impact work
• Plan complex domestic and international travel with attention to detail
• Prepare materials for meetings including talking points and presentations
• Maintain momentum with follow-ups and open-item tracking
• Support leadership forums and governance coordination, including meeting logistics

Skills

Executive support experience

Exceptional organization

Project management

Discretion with confidential info

AI usage awareness

Prioritization in fast-paced env

Global environment experience

Records management exposure

Governance coordination

MS Office proficiency (Copilot, Excel,

Word, Visio, Outlook

Tools

Workday

Smartsheet

Harvey AI

Job description

How will you make a difference?

The Legal Support Coordinator 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. Contri