Executive Assistant

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.

Summary/Objective
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 full-time in-office position, with option to work remotely 1 day a week after 6 months.

Responsibilities

• 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.

Other Duties:
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.

Qualifications

• 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, SmartArt) 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.

Work Environment
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 fields of experience from our range of practice areas, ensuring our ability to meet each client's individual needs. Our team approach enables us to analyze a situation from several points of view until we uncover the advantage that makes the difference for our client.

Position Type/Expected Hours Of Work
Regular hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including lunch hour. This is a full time non-exempt position working from our Denver office. Overtime is paid at 1.5 times the hourly pay rate when the employee works more than 40 hours in a Sunday through Saturday work week.

Travel
Travel is limited and primarily local during the business day, although some out-of-area and overnight travel may be needed to attend conferences or other professional functions.

Salary Range:
$75,000 to $90,000 annually. The final salary will be commensurate with education and experience. Additionally, the firm provides standard benefits including health insurance, 401(k) contribution, and paid time off, with annual bonus potential based on firm performance.

An Equal Opportunity Employer
We are an Equal Opportunity Employer (EOE) that values and respects the importance of a diverse and inclusive workforce. It is the policy of the firm to recruit, hire, train, and promote persons in all job titles without regard to race, ethnicity, religion, sex, age, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion is a driving force in the success of our firm. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.