Executive Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

FLSA: Non-Exempt

Reports To: COO

Department: Human Resources

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to a member of the firms C-Suite. This role requires exceptional organizational skills, sound judgment, and the ability to manage confidential information while coordinating complex schedules, meetings, and projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support

Manage the Executives calendar, coordinate internal and external meetings, and prioritize competing demands.

Screen and prioritize emails, calls, and correspondence; draft responses as needed.

Project Tracking and Coordination

Maintain project plans, timelines, and key deliverables for initiatives led by the Executive.

Monitor deadlines and follow up with the Executive to help ensure tasks remain on schedule.

Communication and Liaison

Serve as the primary point of contact between the Executives and lawyers, department heads, vendors, and business professionals.

Escalate issues or potential roadblocks to the Executives

Handle sensitive information with discretion and ensure timely follow-up on critical issues.

Meeting, Event, and Travel Logistics

Coordinate meetings and events as requested and identify potential scheduling conflicts early.

Flag concerns and recommend adjustments to timelines or priorities.

Arrange travel and prepare expense reports.

Prepare agendas and compile and distribute meeting information.

Assist with compiling follow-up action items, when appropriate.

Provide on-site support for meeting preparation and logistics as needed.

Ensure the Executive is fully prepared each day with the information needed for upcoming meetings.

Document and Data Management

Maintain organized electronic and paper files, including contracts.

Ensure compliance with firm confidentiality and information-governance standards.

QUALIFICATIONS:

High school diploma or GED required.

Bachelor's degree preferred.

Minimum of 2 years’ experience supporting a professional services team or executive leadership.

Exceptional organizational, time-management, and multitasking abilities.

Excellent written and verbal communication skills with strong attention to detail.

High level of professionalism, discretion, and judgment when handling sensitive information.

Ability to anticipate needs before they arise.

Ability to interact confidently and diplomatically with clients, firm leadership, lawyers, and business professionals.

WORK CONDITIONS:

Work is performed in a professional office environment and routinely requires the use of standard office equipment, including computers and telephones. The position requires the ability to remain in a stationary position and operate a computer for extended periods, as well as communicate effectively in person, by telephone, and electronically. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.