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Executive Assistant

Capstone Search Partners

Jacksonville, FL

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JOB DETAILS
SKILLS
Administrative Skills, Calendar Management, Communication Skills, Customer Experience, Customer Relations, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Estate Planning, Executive Assistant Skills , Identify Issues, Leadership, Legal, Legal Documents, Legal Support Skills, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizational Skills, Presentation/Verbal Skills, Probate, Problem Solving Skills, Project/Program Coordination, Proofreading, Time Management, Writing Skills
LOCATION
Jacksonville, FL
POSTED
Today
The Opportunity: Executive Assistant

Send resumes: Hayley.christina@capstonesp.com

***Must have a law firm background***

Position Overview

Our distinguished, highly-awarded law firm client is seeking an experienced and polished Executive Assistant to provide direct, high-level support to a Senior Managing Partner whose practice focuses on Estate Planning. This is a unique opportunity to join a respected law firm known for excellence, discretion, and exceptional client service.

The ideal candidate is an assertive, confident, and highly organized professional who thrives in a fast-paced legal environment and can seamlessly manage complex priorities while delivering white-glove support to both leadership and high-profile clients. This role requires exceptional judgment, strong executive presence, and the ability to anticipate needs before they arise. This is an exceptional opportunity for a seasoned Executive Assistant who thrives in a high-level legal setting and is eager to play a critical role in supporting a respected Senior Managing Partner and delivering an exceptional experience to sophisticated clients.

Key Responsibilities

  • Executive & Calendar Management
  • Manage the Senior Managing Partner's highly complex and ever-changing calendar, including client consultations, court appearances, internal meetings, deadlines, and strategic engagements.
  • Coordinate scheduling logistics with attorneys, paralegals, clients, courts, and outside parties while proactively resolving conflicts and ensuring efficient time management.
  • Anticipate scheduling needs, prepare daily priorities, and ensure the Managing Partner is fully briefed and prepared for upcoming meetings and obligations.
  • Prioritize competing demands and manage multiple deadlines with precision in a fast-paced legal environment.
  • Legal & Administrative Support
  • Prepare, edit, proofread, and finalize legal documents, correspondence, reports, presentations, and client-facing materials with a high degree of accuracy and professionalism.
  • Maintain and organize legal files, client records, and case-related documentation, ensuring all materials are current, confidential, and readily accessible.
  • Support attorneys and paralegals with administrative and legal workflow coordination as needed.
  • Handle confidential and sensitive information with the utmost discretion and professionalism.
  • Client Relations & White-Glove Service
  • Serve as a key point of contact for clients, providing a polished, professional, and high-touch client experience.
  • Respond to inquiries promptly and ensure timely communication between clients and the Managing Partner.
  • Foster and maintain strong relationships with high-profile clients through exceptional service, professionalism, and attention to detail.
  • Support the client experience from initial contact through ongoing engagement with responsiveness and care.
  • Project & Workflow Coordination
  • Assist with special projects, firm initiatives, events, and administrative priorities as assigned.
  • Track deadlines, deliverables, and project timelines to ensure matters stay on schedule.
  • Coordinate follow-up tasks and proactively identify potential issues before they impact workflow.
  • Contribute to the overall efficiency and success of the Managing Partner's practice by maintaining seamless day-to-day operations.
Required Qualifications
  • Minimum of 5+ years of experience as an Executive Assistant, preferably within a legal or law firm environment.
  • Prior experience and/or exposure to Estate Planning, Trust Administration, Probate, or related legal practice areas strongly preferred.
  • Proven experience supporting senior attorneys, partners, executives, or high-level leadership in a fast-paced professional setting.
  • Demonstrated ability to manage complex calendars and shifting priorities with confidence and discretion.
  • Strong ability to provide white-glove service to high-profile or sophisticated clientele.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Exceptional organizational skills with meticulous attention to detail.
  • Strong written and verbal communication skills.
  • Ability to work independently while collaborating effectively with attorneys, paralegals, and support staff.
  • Strong critical thinking, problem-solving, and proactive decision-making skills.
Personal Attributes
  • Assertive, confident, and comfortable supporting a high-level Managing Partner in a demanding legal environment.
  • Highly organized with outstanding multitasking and prioritization abilities.
  • Professional, polished, and client-service oriented.
  • Proactive, resourceful, and solutions-driven.
  • Reliable, punctual, and committed to operational excellence.
  • Maintains confidentiality and handles sensitive matters with integrity and discretion.

About the Company

C

Capstone Search Partners

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