Strategic C-Suite EA (Law/Prof Services) | 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

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.