Executive Assistant, Internet & Strategy Litigation

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.

The Litigation Executive Assistant operates with a high level of autonomy, judgment, and discretion, providing advanced administrative and litigation practice support to attorneys and clients. This role is central to ensuring efficient client service, seamless matter management, and smooth daily operations in a fast-paced, high-volume environment.

The Executive Assistant works closely with attorneys, clients, and internal departments to coordinate filings, manage communications, maintain case documentation, and support all phases of litigation – from new matter intake to trial preparation. The position requires deep familiarity with litigation procedures, strong organizational skills, and the ability to anticipate needs in a dynamic team setting.

This role can be a hybrid remote schedule.

Essential Duties and Responsibilities:

Client and Matter Management

• Serve as a key point of contact for attorneys, clients, vendors, and firm departments.
• Facilitate new business intake processes, including opening new clients and matters, initiating conflict checks, and preparing engagement, waiver, and disclosure letters.
• Perform e-filings in state and federal courts; prepare and send courtesy copies to judges and opposing counsel.
• Manage attorney admissions, court logins, and Certificates of Good Standing for pro hac vice applications.
• Coordinate hearings, depositions, mediations, and trial logistics, including virtual appearances, travel, hotel and conference room arrangements, and catering.
• Assist attorneys and case teams in tracking and monitoring state and federal cases.
• Maintain accurate client and case records in the firm’s document management system (e.g., NetDocs).

Email, Calendar and Meeting Coordination

• Manage high-volume attorney inboxes and calendars, prioritizing and addressing action items, distributing and saving key documents.
• Schedule and coordinate internal and client meetings and conference calls, including catering, room reservations, and technology setup.

Travel Coordination

• Reserve hoteling offices via the firm’s booking system and ensure building security access in other firm offices.
• Coordinate detailed domestic and international travel with the firm’s travel team.
• Prepare comprehensive itineraries including time zones, transportation, lodging, and restaurant options.
• Add travel details to attorney calendars and ensure smooth travel logistics.

Document Management and Production

• Prepare initial drafts (shells) of legal documents (e.g., notices, briefs, subpoenas, discovery requests and responses, motions, declarations, proposed orders, certificates of service) and edit as needed.
• Serve discovery and other substantive legal mailings.
• Coordinate and monitor service of process requests.
• Organize and manage electronic files in adherence to firm policies and serve as file keeper.
• Handle document formatting, PDF conversions, printing, and scanning.
• Coordinate DocuSign, courier services, and mailings.

Timekeeping, Billing and Expense Management

• Enter attorney time into the firm’s timekeeping system with accuracy and attention to deadlines.
• Generate time entries for attorneys based on documented meetings, calls, and other known activities.
• Manage the prebill editing process within the firm’s paperless billing system by incorporating attorney revisions and ensuring timely completion of review.
• Support billing, collections, and client budget tracking, including A/R and WIP reporting.
• Prepare and send audit letters in collaboration with Finance.
• Coordinate with client account managers on matters under billing hold.
• Process expense reimbursements and vendor invoices accurately and promptly.

Administrative, Operational, and Compliance Support

• Partner with internal departments (IT, Finance, Distribution, Records, KM, etc.) to resolve issues and ensure seamless coordination.
• Manage attorney memberships, MCLE tracking, bar dues, and seminar registrations.
• Participate in firm and departmental initiatives, pilots, and committees.

Team Collaboration and Mentorship

• Contribute to a collaborative team environment, providing backup support and sharing best practices.
• Mentor new or junior Executive Assistants to support team development and efficiency.

Education and Experience Requirements:

• Bachelor’s degree preferred.
• Minimum 5 years of litigation experience in a law firm environment, demonstrating success in managing complex workflows, client matters, and competing priorities.
• Proficiency in e-filing in both state and federal courts required.
• Advanced skills in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF editing tools; familiarity with AI-based tools for drafting, scheduling, research, and workflow optimization preferred.
• Expierence with Google Workspace is a plus.
• Exceptional organizational skills and attention to detail.
• Strong client service orientation and a professional demeanor marked by discretion, confidentiality, and sound judegement.
• Proven ability to support fast-paced, high-volume litigation practices, demonstrating strong project management and prioritization skills.
• Adaptable and resoureceful, with strong sense of urgency and accountability when navigating shifting priorities.

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: $46.67 – $63.14 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).