Executive Assistant

Wilson Sonsini Goodrich & Rosati Professional Corporation - Palo Alto, CA

Full-time - Mid Level

Palo Alto, CA

1,001-5,000 employees

About the position

Wilson Sonsini is seeking an experienced Executive Assistant to join our Corporate Group in the Palo Alto headquarters office. This role is pivotal in providing specialized and administrative support to our attorneys, ensuring that client services and satisfaction are achieved across all areas. The Executive Assistant will work under limited supervision and will assist up to seven lawyers, also serving as a backup for colleagues when necessary. The position requires a proactive approach to managing various administrative tasks, including email management, calendar updates, and client matter file organization. The Executive Assistant will be responsible for proofreading and editing letters and complex legal documents, drafting transmittal letters, and ensuring all outgoing materials meet firm standards. Familiarity with current applications such as Litera Transact, DocuSign, and Contract Express is essential, as the role involves utilizing these tools effectively. The Executive Assistant will also handle client onboarding processes, including drafting engagement letters and managing anti-money laundering compliance. In addition to administrative support, the Executive Assistant will coordinate meetings, arrange travel, and manage billing processes, including editing time entries and preparing invoices. The role also involves assisting with business development materials and special projects as assigned. The ideal candidate will have a strong attention to detail, excellent communication skills, and the ability to work under pressure while maintaining flexibility in work assignments. This position offers a competitive salary and benefits package, along with opportunities for professional growth within a dynamic legal environment.

Responsibilities

• Provide general administrative support including managing email inbox, updating calendars and contacts, and reviewing and routing mail.
• Proofread and edit letters and complex legal documents; draft transmittal letters and standard memoranda.
• Utilize applications supported by the firm and demonstrate thorough knowledge of their use.
• Submit names of potential clients to the conflict department and draft engagement letters for new clients.
• Handle anti-money laundering onboarding process and follow up with clients for countersigned engagement letters.
• Provide telephone coverage for teams, arrange conference calls, and keep administrative teams informed of schedules.
• Coordinate meetings, reserve conference rooms, and manage complex travel arrangements.
• Organize and maintain client and workroom files according to records management guidelines.
• Assist attorneys with timekeeping in the firm's system and ensure entries follow client guidelines.
• Review prebills for accuracy and work with client accounting on invoice preparation.
• Assist in the preparation of business development materials for pitches and RFPs.
• Back-up other executive assistants during vacations and cover reception duties when needed.

Requirements

• 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 programs.
• Strong typing and document processing skills; familiarity with legal terminology and procedures.
• Excellent communication skills with high-quality spelling, punctuation, and grammar.
• Ability to exercise initiative in problem-solving and make sound decisions in the absence of clear instructions.
• Ability to work under pressure and maintain flexibility regarding work assignments.
• Visual acuity for transcription and extensive reading.
• 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.

Nice-to-haves

• Strong interest in acquiring in-depth knowledge of firm software applications.
• Experience with document management systems.

Benefits

• Highly competitive salary and benefits package.
• Discretionary year-end merit bonus based on performance.
• Opportunities for professional and personal development.
• Flexible work arrangements following a hybrid attendance policy.