Executive Assistant

Jackson Walker; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Jackson Walker is seeking an Executive Assistant to provide high level administrative support to the Managing Partner. This role demands exceptional organizational skills, sound judgment and the ability to manage confidential information while coordinating complex schedules, meetings and projects.

Key duties include calendar management, email screening, travel logistics, meeting support and data/file management, with a focus on discretion and timely follow-up.

Qualifications

• High school diploma or GED required.
• Bachelor’s degree preferred.

Responsibilities

• Manage the Managing Partner's calendar and coordinate meetings.
• Screen and prioritize emails and calls; draft responses.
• Coordinate travel, meetings and expense reports.
• Maintain confidential information with discretion.
• Prepare agendas and distribute meeting materials.
• Ensure timely follow-up on action items.

Skills

Exceptional organizational skills

Time management

Multitasking

Written communication

Verbal communication

Discretion and judgment

Client and stakeholder interaction

Education

High school diploma or GED

Bachelor’s degree preferred

Job description

FLSA Non Exempt

Reports To COO Department Human Resources

POSITION SUMMARY

The Executive Assistant provides high level administrative support to the Managing Partner. This role requires exceptional organizational skills, sound judgment and the ability to manage confidential information while coordinating complex schedules, meetings and projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Executive Support Manage the Managing Partners calendar, coordinate internal and external meetings and prioritize competing demands.
• Screen and prioritize emails, calls and correspondence; draft responses as needed.
• Project Tracking and Coordination Maintain project plans, timelines and key deliverables for initiatives led by the Managing Partner. Monitor deadlines and follow up with the Managing Partner to help ensure tasks remain on schedule.
• Communication and Liaison Serve as the primary point of contact between the Managing Partner and lawyers, department heads, vendors and business professionals. Escalate issues or potential roadblocks to the Managing Partner. Handle sensitive information with discretion and ensure timely follow up on critical issues.
• Meeting, Event and Travel Logistics Coordinate meetings and events as requested and identify potential scheduling conflicts early. Flag concerns and recommend adjustments to timelines or priorities. Arrange travel and prepare expense reports. Prepare agendas and compile and distribute meeting information. Assist with compiling follow up action items when appropriate. Provide on site support for meeting preparation and logistics as needed. Ensure the Managing Partner is fully prepared each day with the information needed for upcoming meetings.
• Document and Data Management Maintain organized electronic and paper files including contracts. Ensure compliance with firm confidentiality and information governance standards.

QUALIFICATIONS

• High school diploma or GED required.
• Bachelor's degree preferred.
• Minimum of 2 years experience supporting a professional services team or executive leader.
• Exceptional organizational, time management and multitasking abilities.
• Excellent written and verbal communication skills with strong attention to detail.
• High level of professionalism, discretion and judgment when handling sensitive information.
• Ability to anticipate needs before they arise.
• Ability to interact confidently and diplomatically with clients, firm leadership, lawyers and business professionals.

WORK CONDITIONS

Work is performed in a professional office environment and routinely requires the use of standard office equipment including computers and telephones. The position requires the ability to remain in a stationary position and operate a computer for extended periods as well as communicate effectively in person, by telephone and electronically. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job related factors.