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

Not disclosed law firm in Jacksonville, FL seeks an Executive Assistant to the C-Suite (Legal/Prof Svc exp req) for a hybrid schedule. The primary focus is supporting the CEO and CFO with calendars, high-quality reports, briefing materials, and communications while leveraging AI tools to drive efficiency.

You will manage complex operations, coordinate executive communications, and generate dashboards for leadership decision-making in a fast-paced environment.

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.

Responsibilities

• Manage 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

Skills

Calendar management

Confidentiality

Data aggregation

AI tools

Executive support

Reporting dashboards

Meeting coordination

Tools

MS Office

CRM

PM

BI

Salesforce

Litify

Accounting Seed

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: ~45-50 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 primarily support the firm’s CEO and CFO 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 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