Executive Assistant Jobs in Springfield, MA (NOW HIRING)

POSTING NUMBER: N199-2526

POSTING DATE: May 22, 2026

CLOSING DATE: Until Filled

POSITION: Legal & Labor Services Executive Assistant, Paralegal

REPORTS TO: Executive Director of Legal & Labor Services, Staff Attorney

LOCATION: Central Office - Legal & Labor Services

POSITION SUMMARY: Provide high-level administrative support and paralegal assistance in a strictly confidential and responsive manner to the Staff Attorney and the Office of Talent Management. This role is responsible for managing legal documentation, supporting labor relations, ensuring district compliance with state and federal mandates, and maintaining the efficiency of the legal office.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Executive Support: Maintain complex calendars and appointments; resolve scheduling conflicts and arrange high-level meetings and conferences.
• Legal Documentation: Independently compose, proofread, and prepare legal correspondence, affidavits, settlement agreements, and contracts.
• Litigation Support: Coordinate the collection of documents for discovery requests, subpoenas, and Freedom of Information Act (FOIA) inquiries.
• Case & Deadline Management: Maintain a legal docket to track court deadlines, statutes of limitations, and administrative hearing dates (e.g., CHRO, EEOC, or grievance hearings).
• Board Support: Assist in the preparation of Board of Education agenda items and legal notices, ensuring compliance with Open Meeting laws.
• Research & Compliance: Conduct preliminary research on state statutes, Department of Education regulations, and Board policies (including FERPA, HIPAA, and IDEA).
• Financial Administration: Assist in ordering supplies; manage legal invoices, professional service requisitions, and payment processing via Munis; manage payroll;
• File Management: Develop and maintain a secure electronic library and physical filing system for active litigation, personnel investigations, and historical legal opinions.
• Labor Relations: Assemble materials for collective bargaining sessions and prepare documentation for arbitration or mediation.
• Notary Services: Act as a Notary Public for the district to execute legal filings and official documents.
• Ancillary Tasks: Perform other related tasks as requested.

SKILLS, KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE:

• Education: Associate’s Degree in Secretarial Sciences or Paralegal Studies required; Paralegal Certificate from an ABA-approved program or Bachelor’s degree strongly preferred.
• Experience: Minimum of 5 years of experience in a legal office or high-level school/central office environment. Knowledge of Hartford Public School System policies, procedures, and usage of databases preferred.
• Finance and Budget Proficiency: Knowledge of bookkeeping principles and practices, where necessary.
• Legal Proficiency: Knowledge of Attorney-Client Privilege, legal terminology, and state/federal guidelines regarding employment and education law.
• Technical Skills: Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Munis. Experience with legal research tools (Westlaw/LexisNexis) is a plus.
• Communication: Excellent verbal and written communication skills with expert-level command of English grammar and punctuation; bilingual (English/Spanish) preferred.
• Discretion: Demonstrated ability to maintain strict confidentiality and exercise tact when dealing with sensitive personnel matters. Ability to discriminate between callers who should have access to the executives and those who should be referred elsewhere.
• Organization: Ability to handle a fast-paced environment, manage multiple legal tracks simultaneously, and remain detail-oriented under strict time constraints.
• Work Ethics: Must have good evaluations and attendance record. Must be flexible to provide support periodically, which may fall outside of the normal workday.

CERTIFICATION REQUIREMENTS: CT Notary Public Commission (license required or obtained within six months of hire)

SALARY AND TERMS OF EMPLOYMENT: This is a twelve-month position. Salary is commensurate with education level and experience. The salary range is $65,000 - $85,000.

UNION AFFILIATION: Non-Bargaining

APPLICATION PROCEDURE: To be considered, all internal and external applicants must fully complete a Hartford Public Schools’ online application, which can be accessed through our Applicant Tracking System, Nimble, at https://app.hirenimble.com/jobs/hartford. Internal applicants should use a personal email address when applying. Please do not use your hartfordschools.org email. Candidates will be contacted directly by hiring managers for interviews.

An Equal Employment Opportunity and Affirmative Action Employer, M/F/V/D

Note: This posting does not necessarily reflect vacancies in the respective subject area and is solely intended to generate a talent pool for current and future certified teaching opportunities. The above description covers the principle duties and responsibilities of the position. The description should not, however, be construed as a complete listing of all duties or as a contract. In all cases, these relationships, functions, and their applications are subject to change by the superintendent of schools.

Follow Us:

linkedin.com/hartford-public-schools

facebook.com/HartfordPublicSchoolsCT

instagram.com/hartford_public