C-Suite Executive Assistant - Hybrid (Legal/Prof Services)

#twiceasnice Recruiting; Jacksonville (FL); Hybrid; USD 75,000 - 100,000; Full time

Job summary

Confidential Law Firm in Jacksonville, FL seeks an Executive Assistant to support six top executives in a hybrid, fast-paced environment. You will manage calendars, draft communications, and leverage AI tools to drive efficiency.

The role requires strong attention to detail, confidentiality, and the ability to handle complex operations while partnering with leadership on operational excellence and strategic initiatives.

Qualifications

• 5+ years supporting multiple executives in administrative capacity.
• Experience in legal firm or professional services.
• Experience with office software (MS Office suite, CRM, PM, BI, meeting tools).
• Experience using AI tools (ChatGPT, Claude, or equivalent) to drive daily efficiency.

Responsibilities

• Manage six overlapping executive calendars - internal meetings, client calls, schedule requests
• Resolve scheduling conflicts proactively; prepare agendas and own all meeting follow-ups
• Serve as primary point of contact for executive correspondence; maintain strict confidentiality
• Aggregate/synthesize data from Salesforce, Litify, Accounting Seed for executive decision-making
• Generate recurring dashboards and reports using data tools, spreadsheet
• Proofread all materials before distributions; maintain executive files, records, documentation
• Prepare reports, briefing materials, and presentations for leadership and board meetings
• Monitor and manage executive email — flag priorities, draft responses, and manage follow-ups
• Act as liaison between executives, staff, and clients for all communications and coordination
• Coordinate virtual meetings seamlessly with accurate documentation
• Prepare briefing materials and decision memos for leadership
• Support leadership on firm-wide initiatives, special projects, and ad-hoc requests

Skills

Executive support

AI tools usage

Confidentiality

Calendar management

Tools

MS Office Suite

CRM

PM tools

BI

Meeting tools

Job description

Confidential Law Firm in Jacksonville, FL seeks an Executive Assistant to support six top executives in a hybrid, fast-paced environment. You will manage calendars, draft communications, and leverage AI tools to drive efficiency.

The role requires strong attention to detail, confidentiality, and the ability to handle complex operations while partnering with leadership on operational excellence and strategic initiatives.