Temporary Corporate Executive Assistant

Temporary Corporate Executive Assistant

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 firm has an immediate opening for a Temporary Corporate Executive Assistant to join our group. The Temporary 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 Temporary 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 is a 7-month temporary assignment and is available as a hybrid work schedule.

Essential Duties and Responsibilities:

Client and Matter Management

• Serve as a primary support contact for clients and external parties
• Conduct preliminary research on prospective clients to identify indicators of success and assess client viability; prepare succinct summary reports to support intake decisions
• Facilitate new business intake processes, including opening new clients and matters, initiating conflict checks, and preparing standard and complex engagement, waiver, and disclosure letters
• Respond to requests for audit letters and basic corporate documentation
• Support workflow management and team communication by updating task lists
• 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 aligned with priorities, on schedule, and fully equipped for upcoming meetings and commitments
• Arrange conference calls and manage logistics for meetings and events, including catering, room reservations, and technology coordination
• Coordinate and manage logistics for client board and practice group meetings, including catering, room reservations, and technology coordination. Support practice group meetings with agenda development
• Support all phases of client board meeting preparation, including providing prior minutes and resolutions for board packets, assisting with meeting materials, reviewing agendas, drafting and revising board minutes, and ensuring approved minutes are executed, filed chronologically in the minute book, and shared with the client under attorney or paralegal direction

Travel Coordination

• Reserve hoteling offices via the firm's booking system and ensure building security access in other firm offices
• 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)
• Prepare, proofread, and edit correspondence and legal documents, ensuring accuracy and adherence to firm standards
• 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) in accordance with records management guidelines and assist with file maintenance, clean-up, and records processing; ensure timely closing of client files
• Coordinate DocuSign requests, courier services, and mailings
• Prepare signature packets, assist with client audit letters, and respond to document requests
• Create and manage Box data rooms as needed

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 with accuracy and adherence to deadlines, including generating time entries based on documented meetings, calls, and other known activities to ensure completeness and compliance
• 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
• Participate, as appropriate, in firm initiatives to support innovation and the continuous improvement of billing processes, systems, and overall operational efficiency
• Process expense reimbursements and vendor invoices, ensuring accurate documentation, compliance with firm policies, and timely submission and payment

Business Development and Marketing Support

• Collaborate with attorneys and Business Development on pitch materials, RFPs, and client-facing presentations
• Manage and update Salesforce entries to support client tracking and marketing initiatives
• Coordinate with attorneys, Marketing, and Business Development teams on specific events, client opportunities, and strategic initiatives, including preparing related materials for same
• Support attorney business development efforts by maintaining and updating client contact records, tracking engagement activity, and ensuring data accuracy and integrity within CRM platform (e.g., Salesforce)
• Assist with social media and marketing initiatives by supporting content postings, ensuring timely updates, and coordinating with relevant teams to enhance visibility and engagement

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
• Support internal processes related to supply requests, mail handling, and coordination of compliance-related tasks
• Maintain and update attorney contact lists, memberships, and MCLE tracking
• Manage seminar and training registrations for attorneys and groups, including coordinating the internal approval process
• Support special projects as assigned (e.g. press reviews or internet research for client matters) and perform additional duties as a natural extension of the role

Training, Mentorship, and Team Collaboration

• Contribute to a collaborative team environment by providing backup support and knowledge sharing
• Mentor new Executive Assistants and share best practices to support onboarding and continuous improvement across the team

Education and/or Work Experience Requirements:

• Bachelor's degree preferred
• 5+ years of 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

Wilson Sonsini Goodrich & Rosati