Jimerson Birr · 20 hours ago
Executive Assistant
Jacksonville, Florida
Full-time
Onsite
Senior Level
5+ years expJimerson Birr is a Florida-based law firm seeking an accomplished Executive Assistant to provide high-level administrative and strategic support to the firm's executive team. This role is instrumental in ensuring the efficiency and effectiveness of executive leadership, requiring exceptional organizational skills and professionalism.
Law EnforcementLegalProfessional Services
Responsibilities
Coordinate and manage executive calendars, including scheduling meetings, court dates, and travel arrangements
Arrange and handle all logistics for Executive meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes
Complete a broad variety of administrative tasks that facilitate the Executive Teams ability to effectively lead the organization, including assisting with special projects
Collect and prepare information for in-person meetings with staff and outside parties
Manage virtual meeting coordination (Teams/Zoom), ensuring links and invites are accurate
Handle travel arrangements, including booking flights, accommodations, and preparing itineraries
Process expense reports and ensure timely submission using relevant software
Serve as the point of contact for correspondence and conference calls
Maintain organizational systems to ensure smooth administrative workflows
Anticipate scheduling conflicts and resolve them promptly
Prepare and proofread agendas, materials, and follow-up actions for internal and client meetings that include complex documentation, reports, and presentations
Act as a liaison between executives, staff, and clients, ensuring timely and professional communication
Organize firm events, leadership retreats, and client functions
Maintain confidentiality of sensitive information
Assist with special projects, research, and administrative tasks as needed
Support adoption and troubleshooting of scheduling management tools
Support executive leadership with other duties and responsibilities
Qualification
Required
5+ years as an Executive Assistant or similar role supporting senior leadership, preferably in a law firm or professional services environment
Demonstrated ability to manage complex, high-volume executive calendars with precision and foresight. Skilled in coordinating multiple priorities across time zones
Adept at integrating and troubleshooting calendar systems (Outlook, Teams, CRM platforms), ensuring seamless synchronization and accurate meeting logistics
Proficiency in Microsoft Office Suite, Teams, Zoom, and CRM platforms (e.g., Salesforce, Litify)
Demonstrates accountability, contributes to team success and takes pride in quality of work recognizing that the end product reflects on the entire organization
Ability to manage confidential information appropriately, trustworthy with sensitive or private information
Exhibits sound and accurate judgment in making decisions and includes appropriate people in decision-making processes
Dependable, reliable, and punctual to organization needs
Prioritizes and plans work activities with a sense of urgency and strives for optimal time management required
Skilled and proficient in the Microsoft Office Suite of products (e.g. Word, PowerPoint, Excel, Teams, Outlook)
Demonstrated technical savvy and appetite for using technology in solutions
Capable of creating professional quality files and documents using technology
Exceptional written and verbal communication skills; ability to draft professional correspondence and reports
Strong attention to detail, ability to prioritize tasks, and manage multiple deadlines
Ability to anticipate needs, resolve conflicts, and adapt quickly in a dynamic environment
Benefits
Opportunity with a Company that Cares About Its Most Valuable Asset: YOU!
Commitment to service; Commitment to quality; Commitment to results.
Company
Jimerson Birr
Jimerson Birr specializes in business law, offering litigation services and legal advice across various industries.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Charles B. Jimerson
Chief Executive Officer
Recent News
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