Executive Assistant to C-Suite (Legal/Prof Svc Exp Req) - Hybrid

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

Job summary

Our client, a premier law firm in Jacksonville, FL, seeks an Executive Assistant to support six of the firm’s top executives in a fast-paced environment. You will manage calendars, prepare reports, draft communications, and leverage AI to drive efficiency.

Requires 5+ years supporting multiple executives in legal or professional services, experience with MS Office, CRM/PM/BI tools, and AI tools. Hybrid; ASAP; $75,000-$100,000 DOE + benefits.

Qualifications

• 5+ years supporting multiple executives in administrative capacity.
• Experience in legal firm or professional services required.
• Experience with office software (MS Office, CRM, PM, BI, meeting tools) required.
• Experience using AI tools 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 communications and coordination.
• Ensure timely and professional communication.
• Track action items, follow-ups, and decisions; distribute meeting recaps.
• Use AI tools and automation to eliminate inefficiencies across administrative workflows.
• Automate repetitive tasks using AI, project management tools, and firm-specific platforms.
• Apply AI to research, document summarization, and drafting; recommend new tools proactively.
• 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

Calendar management

Data analysis

AI tools usage

Communication

Tools

Salesforce

Litify

Accounting Seed

MS Office

CRM

BI

Meeting tools

Job description

Executive Assistant to C-Suite (Legal/Prof Svc Exp Req) - Hybrid

Salary: $75,000-$100,000 DOE + Benefits

Job Type: Full-Time

Start Date: ASAP

Schedule: ~50 hrs/week; M-F, 8:30-5:30

Sponsorship: Not Available

Executive Assistant to C-Suite (Legal/Prof Svc Exp Req) - Hybrid - Description

Our client, an award-winning law firm, is seeking an Executive Assistant to add to their team in Jacksonville, FL. You will support six of the firm’s top executives in this highly-visible, fast-paced role. You will manage executive calendars, prepare and distribute high-quality reports and briefing materials, draft communications, and leverage AI tools to drive efficiency. This role is ideal for someone who thrives in a fast-paced environment, excels at managing complex operations, has strong attention to detail, and anticipates leadership needs by supporting operational excellence across the firm's top tier. This is an exciting opportunity to bring your skills to a well-established, growing law firm that values professionalism, initiative, and results.

Executive Assistant to C-Suite (Legal/Prof Svc Exp Req) - Hybrid - 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
• Ensure timely and professional communication
• Track action items, follow-ups, and decisions; distribute meeting recaps to relevant parties
• Use AI tools and automation to eliminate inefficiencies across administrative workflows
• Automate repetitive tasks using AI, project management tools, and firm-specific platforms
• Apply AI to research, document summarization, and drafting; recommend new tools proactively
• 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

Executive Assistant to C-Suite (Legal/Prof Svc Exp Req) - Hybrid - Qualifications

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