Executive Assistant, Legal

Wounded Warrior Project; Jacksonville (FL); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Flexible hybrid schedule

Medical, dental, and vision coverage

Competitive pay and incentives

Job summary

Wounded Warrior Project (WWP) seeks an Executive Assistant to provide high-level administrative support to the chief legal officer and assistant general counsels. The role includes managing calendars, coordinating meetings and travel, and supporting special projects within a fast-paced legal environment.

Ideal candidates have five years of admin experience, strong MS Office skills, and a proven ability to maintain confidentiality and professionalism with executive stakeholders.

Qualifications

• Five years of experience providing administrative support to senior-level management.
• Two years of experience supporting executive-level staff.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide administrative support to the chief legal officer-general counsel and assistant general counsels.
• Manage day-to-day administrative activities and tasks, coordinate schedules and appointments, and maintain accurate calendars.
• Coordinate travel for executives and prepare briefing materials and pre-reads.
• Draft, prepare and distribute correspondence; track follow-up actions and reimbursements.
• Maintain confidentiality and professional standards when handling sensitive matters and documents.

Skills

Administrative support

Executive support

Time management

Communication

Discretion and confidentiality

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Great benefits. Competitive pay. We know these are some of the things people look for in a job. If you’re the kind of person who believes that honoring and empowering our nation’s veterans is more than just a cause — that it’s a calling — then we’re ready to meet you. When you join Wounded Warrior Project® (WWP), you’re committing to making a difference. We make a commitment to you, too – helping you to find that spark, ignite your passion to serve, and embark on a career with meaning and purpose. At WWP™, we recognize our mission cannot be accomplished without our talented teammates, which is why we’re proud to offer benefits such as:

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

A mission that matters is just the beginning, so if you’re ready to get started, we’re ready for you.

Job Overview

The Wounded Warrior Project (WWP) Executive Assistant provides executive-level administrative support to the chief legal officer and, as needed, to the two assistant general counsels. Responsibilities include managing schedules, planning and coordinating meetings and events, arranging travel, and supporting special projects.

In this fast-paced, high-volume legal environment, the Executive Assistant applies sound judgment to evaluate issues, identify implications, and support solutions that align with the legal department’s philosophy and advance WWP’s mission. Note: WWP’s legal department is responsible for the organization’s full range of legal matters, including legal advising related to the Board of Directors, employment, civil rights, estate matters, intellectual property, privacy and other regulatory matters, information technology, private grants, construction transactions, procurement, purchasing and contracts, real property matters, risk management, and compliance.

Responsibilities

Provide administrative support to the chief legal officer-general counsel and assistant general counsels. Manage day-to-day administrative activities and tasks, coordinate schedules and appointments, and maintain accurate calendars. Anticipate the operational needs of the legal department, prioritize competing requests, communicate effectively with internal and external stakeholders, and support departmental and organizational objectives. Maintain exceptional confidentiality, discretion, and professionalism when handling highly sensitive legal, Board, and organizational matters. Lead strategic calendar management for the chief legal officer-general counsel by applying sound judgment, anticipating needs, navigating sensitive and confidential matters, and aligning time commitments with institutional priorities and executive focus areas. Evaluate competing demands and recommend courses of action to optimize the chief legal officer-general counsel’s time and attention. Plan and coordinate executive meetings and engagements for the chief legal officer-general counsel and assistant general counsels, ensuring seamless execution of logistics, technology, materials, and participant needs. Coordinate executive-level preparation by ensuring all briefing materials and pre-reads are received in advance, identifying when pre-meetings are needed to align stakeholders, and scheduling focused preparation time so the chief legal officer-general counsel is well prepared for meetings and events. Build and sustain influential working relationships with executive assistants and senior leaders by fostering trust, strengthening communication, and enabling collaborative problem-solving and coordinated responses to emerging cross-functional issues and priorities. Review and manage executive-level correspondence, reports, and memoranda, ensuring clarity, accuracy, confidentiality, and alignment with organizational priorities. Collaborate proactively with the Board Liaison to align Board-related workflows with legal review needs. Lead the coordination of materials requiring legal review, monitor progress, and ensure completed reviews are returned to the Board Liaison in a timely manner. Plan and schedule travel for the chief legal officer-general counsel and assistant general counsels. Communicate details to participants, coordinate logistics, and ensure all travel arrangements are completed accurately and efficiently. Support the chief legal officer-general counsel, assistant general counsels, and legal department teammates with coordinating departmental events and special projects. Perform general office duties, including answering telephone calls, handling inquiries, directing calls, managing and organizing correspondence, responding as appropriate, and maintaining documents and records. Draft, prepare, and distribute correspondence; track and complete required follow-up actions; and assist with preparing presentations. Compile and submit business expenses and reimbursement requests accurately and in a timely manner, and maintain supporting documentation in the WWP travel system. Perform other duties related to supporting the executives and legal department, including completing errands and participating in activities at the executives’ direction. Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles. Other related duties as assigned.

Knowledge, Skills & Abilities

Demonstrated ability to manage administrative activities for senior-level management and teammates. Working knowledge of legal terminology, document types, and administrative processes. Ability to organize and manage legal documents and correspondence with accuracy and attention to detail. Proven ability to track legal matters, deadlines, deliverables, and follow-up actions across multiple stakeholders. Effective organizational and time management skills, with the ability to manage multiple tasks, assignments, and competing priorities while meeting deadlines. Strong interpersonal skills, with the ability to interact effectively with diverse individuals, build productive working relationships, and respond to sensitive matters with diplomacy and empathy. Collaborative team member who contributes effectively to shared goals and cross-functional initiatives. Strong written and verbal communication skills. Confident communicator with the ability to present information effectively. Demonstrated ability to exercise sound judgment and discretion when assessing sensitive requests, escalating issues, and determining appropriate next steps in a legal environment. Proficiency with Microsoft Office, e.g., Word, Excel, Outlook, and PowerPoint. Ability to work overtime, including weekends as needed. High energy level. Self-starter; willing to take initiative. Unequivocal commitment to the highest standards of personal and business ethics and conduct. Mission-driven, guided by core values, and a pleasure to work with.

Experience

Requirements: Five years of experience providing administrative support. Four years of experience using Microsoft Office, e.g., Word, Excel, PowerPoint, Outlook. Two years of experience supporting executive-level staff.

Preferences: Experience providing administrative support in a legal department, law firm, corporate legal office, or similarly regulated environment. Experience coordinating Board-related materials, legal reviews, or sensitive executive communications.

Education

Requirements: Bachelor’s degree. Equivalent combination of applicable education, training, certification, and experience may be considered in lieu of degree.

Preferences: Bachelor’s degree.

Certifications & Licensure

Requirements: None.

Preferences: None.

Work Environment/Physical Demands

General office environment; temperature controlled. Sitting for extended periods. Overtime and weekend work as needed. Up to 25% travel.

Equal Opportunity Statement

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.

Please note: Wounded Warrior Project is not seeking assistance or accepting unsolicited resumes from search firms without a written search agreement in place. All resumes submitted by search firms to any employee at Wounded Warrior Project via email, the Internet or directly to hiring managers at Wounded Warrior Project in any form without a valid written search agreement in place will be deemed the sole property of Wounded Warrior Project, and no fee will be paid in the event the candidate is hired by Wounded Warrior Project as a result of the referral or through other means.

About Wounded Warrior Project

Wounded Warrior Project® is a veterans service organization that is transforming the way America’s wounded veterans are empowered, employed, and engaged in their communities. WWP™ works with warriors and their families to create paths toward success as they transition back into civilian life. Through direct programs and services, WWP connects warriors to a network of support and resources to address their evolving needs. The WWP team is passionate about creating impact—and since 2003, has improved the lives of over half a million warriors and their families. In fact, many WWP employees are veterans themselves and have experienced firsthand the benefits of its programs and services.

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.