Executive Assistant

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This range is provided by Wheeler Trigg O'Donnell LLP. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$75,000.00/yr - $90,000.00/yr

Wheeler Trigg O’Donnell (“WTO”) is recognized as one of the Top 20 Trial Law firms in the Nation. Established in 1998 and currently numbers more than 120 lawyers, the firm represents sophisticated clients in high‑stakes civil trials, appeals, and related litigation ranging from complex commercial to class actions to catastrophic torts. WTO lawyers have taken more than 1,100 trials and arbitrations to verdict or award and hundreds of appeals to opinion in 45 states and Washington D.C., with exceptional results for our clients.

To provide comprehensive administrative support to the Chief Operating Officer (COO) by efficiently managing calendars, coordinating internal and external meetings, preparing, and maintaining confidential documents, and assisting with various administrative tasks. This role ensures smooth operations and effective communication within the organization, contributing to the timely completion of projects and the overall success of the firm. This is a full‑time in‑office position, with option to work remotely one day a week after 6 months.

• Handles all responsibilities with a high degree of confidentiality, professionalism, and discretion. This role will have access to highly confidential and sensitive information, which demands the utmost level of privacy and discretion with respect to the work being performed.
• Assists COO with firm projects and tasks including coordinating calendars and tracking action items and timelines to ensure project deadlines are met.
• Works collaboratively with cross‑functional department heads on the design and delivery of special projects, providing oversight and project management through implementation.
• Manages the COO’s calendar, coordinating both internal and external stakeholders on scheduling and logistics, and rescheduling as needed.
• Prepares, edits, and maintains confidential documents including financial reports, presentations, memos, email, etc.
• Plans and executes internal and external firm events, ensuring smooth execution including liaising with vendors, managing logistics, arranging meetings with partners, preparing agendas, reserving conference rooms, managing food, and setting up technology.
• Conducts research and compiles data to assist with decision‑making processes.
• Manages and maintains digital files and databases, ensuring data integrity and confidentiality.
• Assists with expense reporting and related administrative tasks.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Bachelor’s degree in business administration preferred, or four‑year college degree with related experience.
• Minimum of two (2) years of experience as an Executive Assistant or in a similar role, professional services firm preferred.
• Strong proficiency in Excel (data analysis & modeling/pivot tables), PowerPoint (design, animations, Smart Art) and Canva (graphic design).
• Delivers accurate, detail‑oriented, and superior‑quality results.
• Excellent judgment and a high degree of trustworthiness in handling confidential and sensitive information.
• Exceptional interpersonal, organizational, and written skills, and is comfortable and adept at interacting with lawyers and professionals at all levels of leadership.
• Ability to manage filings and file maintenance related to firm management documents.
• Availability for extended hours during high volume seasons.

The team atmosphere is fostered not only by the lawyers, but by all members of the support staff. Our firm’s employees are proud of collaborating to service firm clients. Our commitment to teamwork allows us to tap multiple…