Executive Assistant

Overview

Executive Assistant to the COO & Head of People

Zinda Law Group, a prestigious personal injury law firm, is seeking an experienced and highly organized Executive Assistant to the COO and Head of People to join our team.

This role is full-time and based in our Austin, TX office.

At Zinda Law Group, we're not just a law firm; we're a dynamic force driven by skill, compassion, and an unwavering commitment to making a real difference in people s lives. What sets us apart? We re not afraid to challenge the status quo. We thrive on innovation and leverage cutting-edge technology and systems to run the firm like a business.

This role is critical to supporting both executive leadership and the people systems that power our growth.

The Executive Assistant to the COO and Head of People provides high-level administrative and operational support to the Chief Operating Officer, while also playing a key role in supporting Human Resources and the Head of People.

This position requires exceptional organizational skills, discretion, strong communication, and the ability to manage executive priorities while building and maintaining scalable people systems. The ideal candidate is proactive, detail-oriented, and comfortable operating in both executive and HR-focused environments.

• Executive Support – COO
• Manage a broad range of administrative tasks for the COO, including managing a highly active calendar, scheduling meetings, preparing agendas, and compiling reports and materials.
• Draft and prepare correspondence, presentations, and documents, including confidential and sensitive information.
• Coordinate schedules to ensure the COO’s time is used effectively and priorities are followed and respected.
• Act as a “gatekeeper” to the COO by creating win-win situations for direct access to time and resources.
• Attend meetings, take detailed and accurate meeting minutes, and distribute notes and action items.
• Track, follow up on, and ensure completion of action items and Defined Work using internal systems (e.g., Notion).
• Serve as a primary point of contact between the COO and internal departments, maintaining credibility, trust, and clear communication.
• Keep the COO informed of upcoming commitments, deadlines, and organizational issues; anticipate needs and proactively address conflicts.
• Support and manage special projects led by the COO that may have firm-wide impact.
• Prioritize competing demands and handle matters expeditiously, proactively, and with sound judgment.

• Head of People Support
• Coordinate and schedule interviews, including:
• Communicating with candidates and interviewers
• Preparing interview packets and materials
• Managing interview logistics and follow-ups
• Serve as a point of contact for candidates throughout the hiring process via phone, email, and written communication
• Maintain and manage job descriptions and job postings across platforms
• Assist with onboarding coordination and ongoing contractor management
• Track and manage contractors, agreements, and related documentation
• Support the development and maintenance of People Systems, including Defined Work, KPIs, role documentation, and accountability structures
• Assist with daily, weekly, and monthly HR and operations reporting
• Help document, organize, and improve HR workflows and processes to support firm growth

• Bachelor’s degree required
• 3+ years of experience working as an Executive Assistant, ideally supporting a C-level executive
• Experience or strong interest in HR, Head of People, or organizational systems preferred
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines seamlessly
• Strong interpersonal and relationship-building skills
• Expert-level written and verbal communication skills
• Demonstrated proactive problem-solving and strong decision-making ability
• Highly resourceful team player with the ability to work independently
• Proven ability to handle confidential information with discretion and professionalism
• Ability to perform in a fast-paced, high-accountability environment
• Technically savvy, including proficiency in Microsoft Office and project management tools

• Salary commensurate with experience
• Paid time off (20 days) and 12 paid holidays
• Medical, vision, and dental insurance (100% of base medical plan covered by the firm)
• Simple IRA with up to 3% company match
• Ongoing training and mentoring opportunities

• Excellence Always
• Only the Best
• Failure Is Not an Option
• We Outwork Our Opponents
• We All Take Out the Trash
• Run the Firm Like a Business