The posting
Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth.
Wilson Sonsini is looking for an experience Executive Assistant to join our firm to reside in our Palo Alto Headquarters office. The Executive Assistant operates with a high level of autonomy and judgment, providing advanced administrative and practice support to attorneys, clients, and internal legal teams. In addition to handling core responsibilities essential to client service, workflow coordination, and operations, the Executive Assistant also manages complex client and matter coordination, assists with business development efforts, tracks time-sensitive projects, and facilitates enhanced communication with high-profile clients and stakeholders. This role may support multiple attorneys and is expected to build proficiency in legal and administrative systems while fostering strong internal relationships across the firm.
This position is available as a hybrid work schedule.
Client and Matter Management
- Facilitate new business intake processes, including opening new clients and matters, initiating conflict checks, and preparing standard and complex engagement, waiver, and disclosure letters
- Draft and prepare complex waiver and disclosure letters for client matters and transactions
- Use AI-powered digital automation tool (e.g. Neuron) to generate corporate documents and support entity management tasks
- Compile and organize documents for closing client deals
Email and Calendar Management; Meeting Coordination
- Manage a high volume of emails and calendar appointments and scheduling internal and client meetings
- Monitor and triage high-volume attorney inboxes, identifying and addressing priority action items.
- Oversee and manage attorney calendars, ensuring attorneys remain on schedule, and fully equipped for upcoming meetings, including arranging for catering, room reservations, and technology coordination
- Support all phases of client board meeting preparation
Travel Coordination
- Coordinate detailed travel arrangements in collaboration with the travel team, providing all necessary details to travelers, accounting for time zones and attorney preferences
- Add detailed travel itinerary information to attorneys’ calendars and proactively keep them on track while traveling
Document Management and Production
- Utilize applications supported by the team and firm (e.g., Litera Transact, Contract Express, FTP)
- Assist with document processing including formatting and PDF conversions
- Organize and save files and emails using the firm’s document management systems (e.g., NetDocs)
- Coordinate DocuSign requests, courier services, and mailings
- Prepare signature packets, assist with client audit letters, and respond to document requests
Timekeeping, Billing and Expense Management
- Serve as a central point of coordination among attorneys, Account Managers, Finance, and Pricing teams to ensure alignment, streamline workflows, and enhance operational efficiency across billing and financial processes
- Proactively monitor and track new and ongoing client matters to ensure proper setup, alignment with engagement terms, and billing readiness, minimizing delays, and anticipating potential billing challenges
- Enter attorney time into the firm’s timekeeping system including generating time entries where possible
- Manage and execute the prebill review and editing process within the firm’s paperless billing system by analyzing prebills for accuracy and compliance with client billing guidelines, rate structures, discounts, budgets, and alternative fee arrangements; incorporate attorney revisions, track progress, and ensure timely completion of reviews
- Collaborate with the Finance team and Account Managers to resolve billing discrepancies, including rejected or non-compliant e-billed invoices and facilitate timely, accurate, and efficient processes that keep billing cycles on schedule
- Process expense reimbursements
Business Development and Marketing Support
- Collaborate with attorneys and Business Development on pitch materials, RFPs, and client-facing presentations
- Support attorney business development efforts by maintaining and updating client contact records
Knowledge Management and Practice Support
- Oversee KM deal tracking submissions made by assigned attorneys and follow up to ensure data accuracy and timely updates.
Administrative, Operational, and Compliance Support
- Liaise with internal departments (IT, Finance, Distribution, Records, KM, etc.) for issue resolution and support
- Maintain and update attorney contact lists, memberships, and MCLE tracking
- Manage seminar and training registrations for attorneys
Education and/or Work Experience Requirements
- Bachelor’s degree preferred
- Minimum of five years’ experience providing administrative support to attorneys, with a strong track record of managing complex workflows, client matters, and competing priorities in a professional services environment
- Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel), PDF editing tools, and proficient with AI tools and platforms used for drafting, scheduling, research, and workflow optimization
- Demonstrated expertise in legal administrative systems and firm tools such as document management systems, CRM platforms (e.g., Salesforce), timekeeping software, and project tracking tools (e.g., Asana)
- Exceptional organizational skills, attention to detail, and ability to communicate clearly and professionally, both verbally and in writing
- Proactive and collaborative work style with the ability to manage multiple assignments, meet tight deadlines, and adapt to shifting priorities
- Strong client service orientation with a high degree of professionalism, discretion, and confidentiality in all interactions
- Ability to mentor colleagues, take ownership of processes end-to-end, and act as a trusted partner to attorneys and internal teams
- Experience supporting fast-paced, high-volume practices and demonstrated project management capabilities
- Team-oriented mindset, with a willingness to provide back-up coverage and contribute to group success
- Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
- Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
- Hybrid in-office schedule required, with flexibility to work overtime or adjust hours on short notice based on business needs
The primary location for this job posting is in Palo Alto. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate’s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $43.75 - $59.19 per hour.
The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.
Benefits information can be found here. Equal Opportunity Employer (EOE).
