Executive Assistant

Are you a master of organization, thriving in fast-paced environments where precision and discretion are paramount?

Do you excel at anticipating needs, ensuring that every detail is managed seamlessly to support executive leadership?

Can you navigate the complexities of a dynamic legal firm, coordinating with various teams and managing confidential information with the utmost professionalism?

Is your approach to executive support rooted in strategic thinking and unwavering reliability?

Final question: When faced with a challenge, do you get excited or run away?

 

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**RECRUITERS DO NOT CONTACT**

 

At Poole Huffman, we are relentless advocates, aggressive litigators, and strategic problem-solvers. Our boutique law firm represents businesses and individuals across Georgia, specializing in business disputes, contract litigation, real estate disputes, landlord representation, commercial debt collection, judgment collection, creditors' rights, partnership and fiduciary disputes, and RICO litigation. With a team of experienced trial attorneys, we take a results-driven approach to litigation, ensuring our clients receive clear communication, custom legal strategies, and unwavering commitment.

Poole Huffman is built on a foundation of assertive advocacy, consistent communication, fearless litigation, and strategic efficiency. We don’t waste time on baseless tactics—we focus on getting results. Our Atlanta-based firm has successfully represented clients in high-stakes disputes, making us a trusted partner in complex litigation.

As the Executive Assistant to our Managing Partner, Jon David Huffman, you will play a critical role in ensuring the efficiency and effectiveness of our executive operations. This position demands a proactive individual who can manage a diverse array of responsibilities, from complex calendaring and travel arrangements to handling confidential information and coordinating special projects. Your ability to anticipate needs, streamline processes, and maintain discretion will be key to your success in this role.

 

What you’ll do:

• Calendar Management: Maintain and optimize calendars by scheduling meetings, coordinating appointments, and ensuring a smooth, efficient daily flow. Anticipate conflicts and adjust proactively to keep priorities on track and minimize disruptions.
• Communication Management: Handle all communication—including emails and phone calls—with efficiency and discretion, ensuring everything is addressed and nothing is missed. Use sound judgment to determine priority and ensure time-sensitive matters are addressed promptly.
• Confidentiality: Handle sensitive information with the highest level of discretion and professionalism.
• Document Preparation: Assist in drafting correspondence, engagement letters, and other key documents with accuracy and attention to detail.
• File & Information Organization: Maintain organized, up-to-date files, ensuring documents are easily accessible and properly managed. Ensure all necessary materials are prepared and readily available for meetings, tasks, and ongoing matters.
• Project & Task Coordination: Monitor project timelines and manage tasks to ensure priorities stay on track and deadlines are met. Help the partner stay accountable by organizing details, keeping projects moving forward, and coordinating closely with staff to support execution and follow-through.
• Travel Coordination: Take ownership of travel planning, including booking flights, accommodations, and transportation. Ensure travel logistics align with schedules and preferences, with backup plans ready for any changes.
• Personal & Special Project Support: Assist with personal tasks and provide dedicated support on special projects, adapting to a wide range of needs.
• Legal Support: Provide assistance in legal tasks as needed, such as conducting legal research, assisting with client onboarding, and gathering information relevant to ongoing matters.
• Administrative Duties: Support daily operations by maintaining office organization, managing office supplies, and liaising with vendors as needed. Assist with general administrative tasks to ensure a smooth and efficient work environment.
• Firm-Wide Support: Assist with tasks across the firm as needed, including marketing, administrative duties, or special team projects. Step in where help is needed to ensure smooth operations and team success.

 

What we’re looking for: 

• Experience: Minimum of 5 years as an Executive Assistant, preferably within a legal or professional services environment.
• Adaptability: Demonstrated ability to adapt to changing priorities and manage multiple tasks efficiently.
• Proactivity: A self-starter who anticipates needs and takes initiative without prompting.
• Communication Skills: Excellent verbal and written communication abilities, with a focus on clarity and professionalism.
• Organizational Skills: Exceptional organizational abilities, with a keen attention to detail and a commitment to accuracy.
• Technological Proficiency: Proficient in Microsoft Office Suite and comfortable with various office management software.
• Cultural Fit: Aligns with the firm's values of integrity, commitment, and fearless advocacy.           

 

Why you should work here: 

• Collaborative & Supportive Culture: Be part of a law firm where everyone gets along, works efficiently, and values professional growth.
• Mission-Driven: Join a firm committed to fearless advocacy, clear communication, and delivering tailored legal strategies. At Poole Huffman, every legal matter is treated as a business decision—and every client receives persistent, strategic representation.
• Growth & Career Development: Enjoy opportunities for continuous learning and career advancement, with hands-on mentorship and exposure to a wide range of litigation matters.
• Dynamic Environment: Work in a high-performing, no-drama culture where decisions are made quickly, egos are left at the door, and communication is valued above all.

 

Additional perks:

• Health Insurance: Access to a health insurance plan that supports your well-being and peace of mind.
• Retirement Savings: Take advantage of a competitive 401(k) plan to help you plan and save for the future.
• Paid Time Off: PTO accrues as you grow with the firm, with additional vacation time to reward your commitment and dedication.
• Holidays: Enjoy 10 paid holidays and ample time off to recharge, ensuring you maintain a healthy balance between your professional and personal life.

 

At Poole Huffman, LLC, your role as Executive Assistant is more than a position—it's an opportunity to be an integral part of a firm that values precision, dedication, and excellence. Your contributions will directly impact our efficiency and client satisfaction, reinforcing our reputation as a leading law firm in Georgia. Join us in our commitment to delivering exceptional legal services and making a meaningful difference in the lives of our clients.