Executive Assistant

Description

Jimmerson Birr is 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 and requires exceptional organizational skills, discretion, and professionalism.

Jimerson Birr

Jacksonville, Florida

• 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.

• 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.

You’ll get an Opportunity with a Company that Cares About Its Most Valuable Asset: YOU! At Jimerson Birr, we pride ourselves on our people and their collective achievements. Besides our list of legal industry honors, in 2021 and for the seventh consecutive year, the firm was named one of Florida’s “Best Companies to Work For” by Florida Trend Magazine. In recent years, the firm was also distinguished as one of the “Best Places to…