Practice Support Specialist

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 Practice Support Specialist operates with a high level of autonomy, exercising good judgment, providing senior level administrative and practice support to the partner and clients. This role plays an essential part in the success of the partner’s practice and provides substantial business development support. In addition to handling core responsibilities essential to client service, workflow coordination, and operations, the Practice Support Specialist also manages complex client and matter maintenance and onboarding, tracks time-sensitive projects, and facilitates enhanced communication with high-profile clients and stakeholders. This includes proactively managing the partner’s day-to-day schedule and operation, allowing the partner to focus on meeting client needs. The role also requires managing a busy calendar and travel schedule and fostering strong internal relationships across the firm. At all times, the individual represents the firm and the partner in a highly polished and professional manner. This position requires a minimum of three days in the office. Client and Matter Management Serve as a primary support contact for clients and external parties, including responding to requests for audit letters and basic corporate documentation. Facilitate new business intake processes, including opening new clients, managing conflict checks, preparing and finalizing engagement letters. Work with pricing team on setting up and tracking client matter budgets. Support workflow management and team communication by updating task lists. Draft and prepare complex waiver and disclosure letters for client matters and transactions. Utilize digital automation tools (e.g. Neuron) to assist with drafting board minutes. Provide assistance in drafting board minutes and updating minute books. Business Development and Marketing Support Proactively prepare attorney for client pitches, networking meetings, client-facing presentations and industry events. Provide research on prospective clients in preparation for client meetings in coordination with the Competitive Intelligence Team. Prepare pitch decks in coordination with Business Development. Work with Business Development to identify potential contacts with clients and prospects (“who-knows-who” research). Communicate with Business Development on attorney travel schedule to facilitate suggested meetings with clients, prospects and networking contacts. Enter and track all business development activity in Salesforce to support client tracking and marketing initiatives. Maintain and update client contact records, track engagement activity, and ensure data accuracy and integrity within Salesforce. Categorize contacts, adding contacts to relevant communication lists and monitoring outreach efforts to said contacts, helping the partner stay in touch with priority contacts. Suggest and manage client communications on relevant industry/legal developments and prepare client alerts. At partner’s request, make introductions between clients and VCs on behalf of partner. Ensure clients and prospects are invited to firm events and trainings. Assist with social media and marketing initiatives by managing social media content, drafting messages and posts. Maintain partner’s bio and social media profile(s) with relevant new information such as new key clients, and significant experience. Practice Group Support Organize and plan practice group summits, meetings, trainings, and events, including preparing agendas and coordinating catering, room reservations, and technology needs. Work with Professional Development to facilitate attorney training needs. Work with Career Development to arrange associate staffing on clients when necessary. Ensure Career Development is conducting regular meetings with associates and serve as the conduit for information between CD and partner. Work closely with Attorney Recruiting to manage the practice group’s recruiting and hiring needs. Provide backup support to other partners or team members as necessary, demonstrating flexibility and adaptability with a positive demeanor. Review lawyer productivity reports, flag low productivity for partner, and address as directed by partner. Partner Support Keep partner well informed of upcoming commitments and responsibilities, follow up appropriately and proactively and provide solutions to calendar conflicts/jams. Monitor and triage high-volume attorney inboxes, identifying and addressing priority action items. Manage logistics for meetings and events, including catering, room reservations, and technology coordination. Screen calls and in-person requests while using excellent judgment when responding to various requests for time in a “gatekeeper” role to ensure the partner’s schedule is followed. Work with Pricing on new client and matter fee arrangements and discounts and facilitate necessary approvals. Facilitate entering attorney time, generate time entries for attorney based on documented meetings, calls, and other known activities. Manage the prebill editing. Check prebills for conformity to special billing engagement arrangements. Assist in monitoring A/R and collections and identifying issues, working closely with account manager. Arrange detailed and complex travel arrangements in collaboration with the travel team, providing all necessary details to attorney, accounting for time zones and attorney preferences. Utilize applications supported by the team and firm (e.g., Litera Transact, Contract Express, FTP). 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. Document production including drafting, proofreading, finalizing, saving in document management system. Education and/or Work Experience Requirements: 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 a high degree of professionalism, discretion, and confidentiality in all interactions. Ability to mentor colleagues, take ownership of processes end-to-end, and act as a trusted partner to attorneys and internal teams. Experience supporting fast-paced, high-volume practices and demonstrated project management capabilities. Team-oriented mindset, with a willingness to provide back-up coverage and contribute to group success. Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service. Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices. Hybrid in-office schedule required, with flexibility to work overtime or adjust hours on short notice based on business needs. The primary location for this job posting is in San Francisco. 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: $49.04 – $66.35 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). #J-18808-Ljbffr