Executive Support Specialist
Thomsen Holman Wheiler, PLLC
Job Overview
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Job Description
About Us
Thomsen Holman Wheiler, PLLC is the Idaho Falls Attorney firm for your needs. In 1990, Thomsen Stephens Law Offices, PLLC was established when experienced Idaho Falls Attorneys from two existing law firms joined together. The firm name was changed to Thomsen Holman Wheiler in 2014 when founding member Alan Stephens was appointed to the bench as a District Judge in Rigby, Idaho.
Job Summary
The Remote Executive Support Specialist provides high-level administrative and operational support to senior executives while working remotely. This role ensures executives can focus on strategic priorities by managing schedules, coordinating communications, organizing projects, and handling confidential tasks with efficiency and professionalism.
Key Responsibilities
- Manage and coordinate complex calendars across multiple time zones
- Schedule meetings, appointments, and virtual conferences
- Prioritize requests and resolve scheduling conflicts
- Monitor and respond to executive emails when appropriate
- Draft professional correspondence, reports, and presentations
- Serve as a liaison between executives, internal teams, and external stakeholders
- Prepare agendas, briefing materials, and meeting notes
- Track action items and follow up with stakeholders
- Maintain organized digital files and documents
- Conduct research and compile data for decision-making
- Assist with expense tracking, invoices, and reporting
- Handle sensitive information with strict confidentiality
- Support executive-level decision-making with accurate documentation
Required Skills & Qualifications
- Proven experience as an Executive Assistant, Virtual Assistant, or Executive Support Specialist
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Ability to multitask and prioritize in a fast-paced environment
- High level of professionalism and discretion
- Self-motivated and able to work independently in a remote setting
Tools & Software Commonly Used
- Video conferencing: Zoom, Microsoft Teams, Google Meet
- Productivity tools: Google Workspace, Microsoft Office
- Project management: Asana, Trello, Monday.com
- Communication: Slack or similar platforms
Work Environment
- Fully remote position
- Flexible schedule may be required depending on executive needs
- Collaboration with distributed teams across different time zones
Key skills/competency
- Executive Administrative Support
- Calendar Management
- Virtual Communication
- Project Coordination
- Confidentiality
- Time Management
- Organizational Skills
- Digital File Management
- Research & Reporting
- Remote Work Proficiency
How to Get Hired at Thomsen Holman Wheiler, PLLC
- Research Thomsen Holman Wheiler, PLLC's culture: Study their mission, values, recent news, and employee testimonials on LinkedIn and Glassdoor.
- Tailor your resume for an Executive Support Specialist role: Highlight administrative, organizational, and communication skills using keywords from the job description.
- Showcase remote work proficiency: Emphasize experience with virtual tools like Zoom, Google Workspace, and project management platforms.
- Prepare for competency-based interviews: Be ready to provide specific examples demonstrating your discretion, time management, and problem-solving abilities.
- Demonstrate your understanding of executive support: Discuss how you've previously enabled senior leaders to focus on strategic priorities effectively.
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