Executive Assistant to the Owners and COO

Job Description

Job Description

Description:

Position Summary

Grand Canyon Law Group is seeking a highly capable, polished, proactive, and exceptionally organized Executive Assistant to support the firm’s Owners/CEOs and COO . This is a high-impact role for a professional who can protect executive time, create structure around competing priorities, drive follow-through, and operate as a trusted right hand across both business and personal logistics.

This role is not a simple administrative support position. It is designed for someone who can bring order to complexity, anticipate needs before they become urgent, and create leverage for the firm’s top leadership. The Executive Assistant will own core executive support functions including strategic calendar management, inbox oversight, meeting preparation, reporting coordination, travel planning, call screening, project follow-up, and personal assistant support. The right person will understand how to balance discretion, urgency, professionalism, and operational excellence while supporting multiple high-performing executives in a fast-paced law firm environment.

Primary Purpose of the Role

The Executive Assistant exists to protect the time of the Owners/CEOs and COO, increase their strategic capacity, reduce administrative drag, and ensure that critical priorities across the business and personal logistics do not get dropped. This role is responsible for turning chaos into order, managing competing priorities, driving accountability and follow-through, and serving as a trusted partner in both executive operations and day-to-day execution.

Key Responsibilities
Executive Calendar Management & Time Protection

• Strategically own and manage the calendars of the Owners/CEOs and COO with precision and sound judgment.
  
• Protect executive time by ensuring calendars reflect actual priorities rather than reactive demands.
  
• Build intentional structure around leadership meetings, deep work, travel, speaking engagements, reporting review, personal commitments, and strategic planning time.
  
• Resolve scheduling conflicts proactively and minimize calendar friction.
  
• Ensure executives are not over-scheduled with low-value meetings or tasks that should be delegated elsewhere.
  
• Coordinate internal and external meetings across multiple stakeholders with professionalism and efficiency.
  
• Build white space, transition time, and necessary prep time into executive schedules.
  

Inbox & Executive Communications Management

• Monitor, organize, and help manage executive inboxes to keep communication streamlined and strategic.
  
• Prioritize messages that require executive attention and reduce noise by triaging lower-value communications.
  
• Draft email responses, internal communications, scheduling replies, and professional correspondence in the voice of the executive when appropriate.
  
• Maintain a system for tracking outstanding replies, flagged follow-ups, and pending commitments.
  
• Help establish structured times for executives to review and respond to email rather than operating reactively throughout the day.
  
• Support polished communication with staff, leadership, referral partners, vendors, community contacts, and external stakeholders.
  

Meeting Preparation, Agendas & Follow-Through

• Prepare agendas, briefing notes, attendee summaries, reports, and supporting materials for key meetings.
  
• Ensure each executive is scheduled and prepared for meetings with the necessary context, documents, and objectives.
  
• Organize leadership meeting packets, planning materials, and executive prep documents.
  
• Track meeting action items, decisions, deadlines, and commitments.
  
• Follow up with team members and stakeholders to ensure execution after meetings.
  
• Help maintain rolling task lists, priority trackers, and accountability systems for executive initiatives.
  
• Support preparation for leadership meetings, board involvement, partner meetings, speaking engagements, and strategic planning sessions.
  

Reporting & Executive Dashboards

• Prepare and coordinate weekly and monthly executive reports related to production, sales, marketing, and firm performance.
  
• Ensure reports are timely, accurate, and delivered in a format that allows leadership to review efficiently.
  
• Set aside time on executive calendars for report review and discussion.
  
• Track recurring reporting deadlines and coordinate with internal departments to ensure inputs are gathered on time.
  
• Help maintain visibility into major priorities, deadlines, and performance indicators across the business.
  

Call Screening & Executive Gatekeeping

• Screen inbound calls and requests directed to the Owners/CEOs and COO.
  
• Prioritize urgent matters, redirect items appropriately, and schedule dedicated callback times when needed.
  
• Serve as a thoughtful gatekeeper who protects executive focus while ensuring important relationships and issues are handled well.
  
• Use judgment to determine which matters require immediate escalation versus structured follow-up.
  

Travel Planning & Logistics

• Manage personal and professional travel planning for the Owners/CEOs and COO.
  
• Coordinate flights, hotels, rental cars, reservations, event logistics, and itineraries with a high level of detail and responsiveness.
  
• Prepare complete travel packets and ensure executives are fully informed and organized before departure.
  
• Anticipate scheduling conflicts, timing issues, and travel changes before they become problems.
  
• Support conference attendance, speaking engagements, networking events, and personal travel logistics as needed.
  

Project Coordination & Accountability

• Maintain a master tracker of executive priorities, deadlines, delegated work, and special projects.
  
• Coordinate timelines for strategic initiatives, operational launches, hiring efforts, internal events, speaking opportunities, and leadership priorities.
  
• Follow up with department heads, vendors, and team members on deadlines and next steps.
  
• Identify bottlenecks before they turn into fires and escalate issues appropriately.
  
• Prepare weekly status summaries so executives have clear visibility into what is moving, what is at risk, and what requires attention.
  
• Help ensure important initiatives do not live only in the heads of the owners or COO.
  

Personal Assistant Support

• Provide high-trust personal assistant support to the Owners/CEOs and COO as appropriate.
  
• Coordinate personal appointments, reminders, vehicle service, family logistics, and time-sensitive personal to-dos.
  
• Help manage birthdays, anniversaries, gifts, cards, flowers, and special events.
  
• Support RSVP management, event attendance planning, and thoughtful relationship follow-up.
  
• Reduce the mental load on executives by handling low-leverage but important personal logistics with excellence and discretion.
  

Administrative Organization & Executive Infrastructure

• Organize files, records, digital folders, and executive reference materials for ease of access.
  
• Build and maintain systems that increase clarity, preparedness, and executive efficiency.
  
• Help create repeatable workflows for recurring executive tasks and support needs.
  
• Continuously look for ways to improve organization, communication flow, and follow-through across the executive function.
  

Qualifications

• 5+ years of experience supporting senior executives, owners, founders, CEOs, COOs, or other high-level leaders in an Executive Assistant or similar role.
  
• Demonstrated experience supporting multiple executives with competing priorities.
  
• Strong background in strategic calendar management, inbox management, executive communications, travel coordination, and project follow-through.
  
• Experience handling confidential business and personal matters with discretion and maturity.
  
• Excellent written communication skills, including the ability to draft polished correspondence on behalf of executives.
  
• Strong organizational and project coordination skills with exceptional attention to detail.
  
• Ability to think ahead, anticipate needs, and solve problems before they escalate.
  
• Comfortable operating in a fast-paced, high-accountability, high-trust environment.
  
• Proficiency in Microsoft Office, Google Workspace, calendar tools, communication platforms, and reporting workflows.
  
• Experience in a law firm, professional services firm, or fast-growth business environment preferred.
  

Knowledge, Skills & Abilities

• Executive presence and sound judgment.
  
• Exceptional discretion and confidentiality.
  
• Strong gatekeeping instincts paired with strong relationship skills.
  
• Ability to prioritize quickly and accurately in a dynamic environment.
  
• Ability to manage both strategic executive support and practical day-to-day logistics.
  
• Strong follow-through and accountability orientation.
  
• Clear communicator with a high standard for professionalism.
  
• High adaptability, resourcefulness, and calm under pressure.
  
• Strong sense of ownership and ability to operate independently.
  

Success in This Role Looks Like

• Executive calendars are organized, intentional, and aligned with top priorities.
  
• Scheduling conflicts, unnecessary meetings, and reactive calendar chaos are significantly reduced.
  
• Executives walk into meetings prepared, with the right materials and clear context.
  
• Follow-up items are documented, assigned, and closed out.
  
• Executive inboxes are cleaner, more strategic, and easier to manage.
  
• Weekly and monthly reports are prepared and reviewed consistently.
  
• Travel and event logistics run smoothly with minimal executive effort.
  
• Personal assistant tasks are handled quietly, accurately, and proactively.
  
• Major priorities move forward without executives having to chase every detail themselves.
  
• The executive team experiences measurable reduction in administrative burden and increased capacity for strategy, leadership, and growth.
  

Key Performance Indicators

• 95%+ calendar accuracy with minimal scheduling conflicts or double-bookings.
  
• Weekly calendars aligned to top executive priorities.
  
• Minimum protected deep-work blocks scheduled consistently for the COO and other executives as needed.
  
• 90%+ on-time follow-up on delegated action items and tracked commitments.
  
• Master executive priority tracker updated weekly.
  
• Weekly executive check-ins or dashboard summaries delivered on time.
  
• Major deadlines surfaced at least 5 business days in advance when possible.
  
• Daily inbox triage completed and flagged follow-ups tracked to closure.
  
• Key meeting briefs prepared in advance and follow-up items captured within 24 hours when needed.
  
• Measurable reduction in executive time spent on administrative coordination and reactive scheduling.
  

Why This Role Matters

This role is critical to increasing the effectiveness of the firm’s top leadership. A strong Executive Assistant does not just keep calendars moving — they create leverage, reduce friction, improve follow-through, and help leadership stay focused on what matters most. In a growing law firm, that impact is significant. The right person in this role will directly improve executive capacity, organizational discipline, and overall execution.

We are looking for a high-caliber Executive Assistant who thrives in complexity, takes pride in being three steps ahead, and knows how to make senior leaders more effective. This role is for someone who is exceptionally organized, sharp, polished, trustworthy, and motivated by creating order, momentum, and excellence behind the scenes. If you are the kind of person who loves protecting time, driving follow-through, and making high-performing executives even stronger, we want to hear from you.

Requirements: