Executive Assistant

The Executive Assistant to the Senior Vice President & General Counsel provides highly strategic administrative and operational support to the organization’s Chief Legal Officer. This role serves as a trusted partner to the General Counsel and plays a critical role in supporting legal department operations, Board of Directors coordination, governance activities, and modernization of legal administrative processes.

The ideal candidate is highly organized, technologically proficient, and capable of managing confidential and complex matters with discretion. This position requires exceptional judgment, strong communication skills, and the ability to anticipate needs while operating in a fast-paced executive environment.

Major Responsibilities

Executive & Administrative Support

• Provide high-level executive administrative support to the SVP & General Counsel, including complex calendar management, meeting coordination, and executive correspondence.
• Manage competing priorities and proactively anticipate scheduling conflicts, deadlines, and operational needs.
• Coordinate executive travel arrangements and prepare detailed itineraries.
• Prepare meeting agendas, briefing materials, and presentations for executive leadership meetings.

Board & Governance Support

• Support the General Counsel in coordinating Board of Directors and committee activities, including preparation and distribution of board materials.
• Assist with board meeting logistics, scheduling, and communication with board members and executive leadership.
• Maintain board records, governance documentation, and meeting minutes as required.
• Support management of board portal platforms and digital board materials to improve efficiency and security.

Legal Department Operations

• Coordinate administrative operations for the Legal Department, ensuring timely and organized management of legal documentation and workflows.
• Maintain confidential legal files, records, and corporate documentation.
• Assist in preparing standard legal documents using established templates under attorney supervision.
• Serve as a liaison between the legal department, internal business partners, and external legal counsel.
• Support management of subpoenas, service of process notifications, and other routine legal requests as directed.
• Assist with litigation-related coordination including documentation gathering, legal holds, and tracking matters as needed.

Technology & Process Modernization

• Support the modernization of legal department processes through the implementation and maintenance of digital tools, document management systems, and workflow automation.
• Identify opportunities to improve administrative efficiency through technology solutions and improved processes.
• Assist in maintaining electronic legal records and improving document management practices.

Project Management & Special Initiatives

• Assist with strategic projects initiated by the General Counsel, including legal operations initiatives and department improvements.
• Track key deliverables and deadlines across multiple projects.
• Coordinate cross-functional communication with internal teams and external partners.

Minimum Experience or Skills

• Bachelor’s degree preferred or equivalent professional experience.
• Paralegal certification or legal operations training is a plus but not required.
• 4 days a week in office
• 8–10+ years of executive assistant experience, preferably supporting C-suite executives or senior legal leadership.
• Experience supporting legal departments, corporate governance, or board functions strongly preferred.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite and collaboration tools.
• Experience with board portals, document management systems, or legal technology platforms preferred.
• Ability to manage highly confidential information with discretion and professionalism.
• Strong problem-solving skills and proactive mindset.
• Ability to operate effectively in a fast-paced, executive-level environment.

First for a reason:

At First Student, we are a family of 60,000+ employees who take pride in safely transporting more than 5 million students and passengers to and from their destinations each day! Our family of brands include Transco, Total Transportation, Maggies Paratransit, and GVC II. Our employees are at the forefront of safety and innovation; they create and implement the most advanced training and technology the transportation industry has to offer.

In the state of Washington, all technician and driving positions, including but not limited to van drivers and any other position requiring employees to drive a company-owned vehicle, are considered safety-sensitive and are therefore subject to drug and alcohol testing, including cannabis.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. First is also committed to providing a drug-free workplace. First will consider for employment qualified applicants with criminal histories consistent with the requirements of the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Ordinance, and any other fair chance law. Philadelphia’s Fair Criminal Record Screening Standards Ordinance Poster is at this link or upon request https://www.phila.gov/media/20210423160847/Fair-Chance-Hiring-law-poster.pdf.