Job Description

Executive Assistant

Department: Jimerson Birr

Employment Type: Full Time

Location: Jacksonville, Florida

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.

The Executive Assistant will manage complex schedules, facilitate clear and timely communication, and proactively anticipate the needs of firm leadership in a dynamic legal environment. The ideal candidate is detail‑oriented, highly adaptable, and thrives in a fast‑paced, professional setting, serving as a trusted partner who helps drive operational excellence across the firm.

Key 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.

Skills, Knowledge and Expertise

• 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

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 Work” by the Jacksonville Business Journal and five times as one of the “50 Fastest Growing Companies.” Opportunities abound for those who can meet and exceed the expectations set for our team. Jimerson Birr is comprised of high-performing and professionally fulfilled people. We believe that a positive attitude, personal accountability, and a commitment to quality work will put a talented person on a fast track for success. Our atmosphere and award-winning firm culture are collegial and professional, and our shared commitment to professional development is superior to our contemporaries.

Our core values are simple: Commitment to service; Commitment to quality; Commitment to results.

Jimerson Birr is an equal opportunity employer. All qualified applicants receive consideration for employment, and all employees are treated during employment without regard to race, color, sexual orientation, religion, sex, age, national origin, genetic information, disability, veteran status, gender identity and marital status.