Executive Assistant, Legal

Wounded Warrior Project • Jacksonville, FL

2d • Hybrid

About The Position

The Wounded Warrior Project (WWP) Executive Assistant provides executive-level administrative support to the chief legal officer and, as needed, to the two assistant general counsels. Responsibilities include managing schedules, planning and coordinating meetings and events, arranging travel, and supporting special projects. In this fast-paced, high-volume legal environment, the Executive Assistant applies sound judgment to evaluate issues, identify implications, and support solutions that align with the legal department’s philosophy and advance WWP’s mission. Note: WWP’s legal department is responsible for the organization’s full range of legal matters, including legal advising related to the Board of Directors, employment, civil rights, estate matters, intellectual property, privacy and other regulatory matters, information technology, private grants, construction transactions, procurement, purchasing and contracts, real property matters, risk management, and compliance.

Requirements

• Five years of experience providing administrative support.
• Four years of experience using Microsoft Office, e.g., Word, Excel, PowerPoint, Outlook.
• Two years of experience supporting executive-level staff.
• Demonstrated ability to manage administrative activities for senior-level management and teammates.
• Working knowledge of legal terminology, document types, and administrative processes.
• Ability to organize and manage legal documents and correspondence with accuracy and attention to detail.
• Proven ability to track legal matters, deadlines, deliverables, and follow-up actions across multiple stakeholders.
• Effective organizational and time management skills, with the ability to manage multiple tasks, assignments, and competing priorities while meeting deadlines.
• Strong interpersonal skills, with the ability to interact effectively with diverse individuals, build productive working relationships, and respond to sensitive matters with diplomacy and empathy.
• Collaborative team member who contributes effectively to shared goals and cross-functional initiatives.
• Strong written and verbal communication skills.
• Confident communicator with the ability to present information effectively.
• Demonstrated ability to exercise sound judgment and discretion when assessing sensitive requests, escalating issues, and determining appropriate next steps in a legal environment.
• Proficiency with Microsoft Office, e.g., Word, Excel, Outlook, and PowerPoint.
• Ability to work overtime, including weekends as needed.
• High energy level.
• Self-starter; willing to take initiative.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Mission-driven, guided by core values, and a pleasure to work with.

Nice To Haves

• Experience providing administrative support in a legal department, law firm, corporate legal office, or similarly regulated environment.
• Experience coordinating Board-related materials, legal reviews, or sensitive executive communications.
• Bachelor’s degree.

Responsibilities

• Provide administrative support to the chief legal officer-general counsel and assistant general counsels.
• Manage day-to-day administrative activities and tasks, coordinate schedules and appointments, and maintain accurate calendars.
• Anticipate the operational needs of the legal department, prioritize competing requests, communicate effectively with internal and external stakeholders, and support departmental and organizational objectives.
• Maintain exceptional confidentiality, discretion, and professionalism when handling highly sensitive legal, Board, and organizational matters.
• Lead strategic calendar management for the chief legal officer-general counsel by applying sound judgment, anticipating needs, navigating sensitive and confidential matters, and aligning time commitments with institutional priorities and executive focus areas.
• Evaluate competing demands and recommend courses of action to optimize the chief legal officer-general counsel’s time and attention.
• Plan and coordinate executive meetings and engagements for the chief legal officer-general counsel and assistant general counsels, ensuring seamless execution of logistics, technology, materials, and participant needs.
• Coordinate executive-level preparation by ensuring all briefing materials and pre-reads are received in advance, identifying when pre-meetings are needed to align stakeholders, and scheduling focused preparation time so the chief legal officer-general counsel is well prepared for meetings and events.
• Build and sustain influential working relationships with executive assistants and senior leaders by fostering trust, strengthening communication, and enabling collaborative problem-solving and coordinated responses to emerging cross-functional issues and priorities.
• Review and manage executive-level correspondence, reports, and memoranda, ensuring clarity, accuracy, confidentiality, and alignment with organizational priorities.
• Collaborate proactively with the Board Liaison to align Board-related workflows with legal review needs.
• Lead the coordination of materials requiring legal review, monitor progress, and ensure completed reviews are returned to the Board Liaison in a timely manner.
• Plan and schedule travel for the chief legal officer-general counsel and assistant general counsels.
• Communicate details to participants, coordinate logistics, and ensure all travel arrangements are completed accurately and efficiently.
• Support the chief legal officer-general counsel, assistant general counsels, and legal department teammates with coordinating departmental events and special projects.
• Perform general office duties, including answering telephone calls, handling inquiries, directing calls, managing and organizing correspondence, responding as appropriate, and maintaining documents and records.
• Draft, prepare, and distribute correspondence; track and complete required follow-up actions; and assist with preparing presentations.
• Compile and submit business expenses and reimbursement requests accurately and in a timely manner, and maintain supporting documentation in the WWP travel system.
• Perform other duties related to supporting the executives and legal department, including completing errands and participating in activities at the executives’ direction.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other related duties as assigned.

Benefits

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

What This Job Offers

• Job Type: Full-time
• Career Level: Executive