Executive Assistant, Internet & Strategy Litigation Job at Wilson, Sonsini, Goodrich & Rosati (Palo Alto)

Job Description

The Litigation Executive Assistant operates with a high level of autonomy, judgement, 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.

Job Responsibility

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)
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
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
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
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
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
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

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
Experience 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 judgement
Proven ability to support fast-paced, high-volume litigation practices, demonstrating strong project management and prioritization skills
Adaptable and resourceful, with strong sense of urgency and accountability when navigating shifting priorities

Nice to have

familiarity with AI-based tools for drafting, scheduling, research, and workflow optimization
Experience with Google Workspace

What we offer

highly competitive salary and benefits package
discretionary year-end merit bonus based on performance

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Executive Assistant, Internet & Strategy Litigation

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