Executive Assistant

1 month ago

Palo Alto, United States Wilson Sonsini Full time
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 1,200 attorneys in 19 offices: 14 in the U.S., three in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth.

The Palo Alto headquarters office of Wilson Sonsini has an opening for an experienced Executive Assistant in the Corporate Group. Under limited supervision, the Executive Assistant will perform specialized and administrative duties for their attorneys, practice area, clients, and the firm, ensuring client services and satisfaction are attained in all areas. The Executive Assistant will assist up to seven lawyers and will also serve as back-up for colleagues when needed.

Responsibilities:
  • Provide general administrative support including, but not limited to, managing email inbox, updating calendars and contacts; reviewing and routing internal and external mail; managing client matter files and folders.
  • Proofread and edit letters and complex legal documents from various electronic versions, handwritten drafts, or rough notes; draft transmittal letters and standard memoranda; review and proofread all outgoing materials; perform document clean-up for all external documents, applying document styles and templates applications as needed, in accordance with firm standards. Dictaphone use is very seldom but cannot be excluded.
  • Utilize current applications (e.g., Litera Transact, DocuSign, Contract Express, FTP) supported by the firm and team and demonstrate thorough knowledge of how to use the applications fully and effectively.
  • Submit names of potential clients and additional details to conflict department; draft engagement letters for new clients, prepare new matter and new client form(s); handle anti-money laundering onboarding process; follow up with client and business intake department to obtain and transmit countersigned engagement letters.
  • Provide telephone coverage for team(s) and work group; deliver messages; arrange conference calls with clients and other outside parties; have working knowledge of photocopy and scanning; keep administrative team abreast of attorneys' and assistants' schedules.
  • Arrange appointments, coordinate meetings, reserve conference rooms, coordinate (complex) travel arrangements, including update of individuals' travel profiles, visa applications; submit reimbursement requests in a timely manner.
  • Organize and maintain client and workroom files in accordance with records management guidelines; maintain and monitor electronic files in electronic management library (i.e., correspondence, client documents and administrative documents); ensure timely closing of client files.
  • Assist attorneys with administrative tasks.
  • Handle seminars and training registrations, including internal approval process; manage taxi and hotel bookings.
  • Assist attorneys with their timekeeping in the firm's system; edit time entries with the firm's narrative-specific format and transfer entries to the appropriate client matter number; ensure that entries follow client guidelines and regulations.
  • Review prebills to ensure entries are recorded to the correct matters, including proofreading and correcting prebills' narratives on the online system. Work in cooperation with the client accounting department in the preparation of draft invoices and invoices; prepare and draft transmittal letters for clients; provide updates to conflict and billing departments of any change in client contact information in a timely manner.
  • Assist in the preparation and compilation of practice area-related business development materials for pitches and RFPs; update the lawyers' biographies.
  • Work on special projects as assigned (e.g., press review or internet research for client project) and perform other duties that are a reasonable extension of the job.
  • Back-up other executive assistant(s) during vacation breaks and covers reception duties when needed (vacation, sickness, etc.).
Experience and Minimum Qualifications:
  • Prior law firm experience preferred.
  • Minimum 5+ years of experience in an executive assistant role.
  • Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF program, as well as a strong interest in acquiring in-depth knowledge of firm software applications.
  • Accurate typing; strong word/document processing skills; familiarity with legal terminology and procedures; ability to generate a large volume of work and pay strict attention to detail.
  • Excellent communication skills.
  • Spelling, punctuation, and use of grammar must be of high quality.
  • Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multi-tasking oriented.
  • Ability to work under pressure and maintain flexibility regarding work assignments.
  • Visual acuity needed for transcription, extensive reading, and input (typing) of information into computer.
  • Ability to receive and convey detailed information through oral communication.
  • Flexibility to work overtime on short notice.
  • Ability to work in the office at least 2 - 3 days a week following a hybrid attendance policy.


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).

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