Executive Assistant (Corporate)

Wilson Sonsini Goodrich & Rosati•Boston, MA

2d•Hybrid

About The Position

Wilson Sonsini is seeking an Executive Assistant to support its Corporate team in the Boston office. The role provides advanced administrative and practice support to attorneys, clients, and internal legal teams, operating with a high level of autonomy and judgment. The Executive Assistant supports client service, workflow coordination, and operations; coordinates complex client and matter activity; assists with business development; tracks time-sensitive projects; and facilitates communication with clients and stakeholders. The role may support multiple attorneys and requires proficiency with legal and administrative systems and strong internal relationships. A hybrid work schedule is required. Responsibilities span client and matter management, intake and conflict-check processes, drafting engagement and disclosure documents, email and calendar management, meeting and board-meeting coordination, travel arrangements, document production and records management, timekeeping, billing and expenses, business development and marketing, knowledge management, administrative and compliance support, and team collaboration. The Executive Assistant also provides backup support and mentors new Executive Assistants. The position requires a minimum of five years of experience providing administrative support to attorneys. A bachelor's degree is preferred. The role requires advanced Microsoft Office skills, proficiency with PDF editing and AI tools, experience with legal administrative systems, strong organization and communication, discretion, client-service orientation, and the ability to manage competing priorities and deadlines. The schedule requires in-office work under a hybrid arrangement, with flexibility to work overtime or adjust hours on short notice based on business needs. The anticipated pay range is $39.37–$53.27 per hour; compensation may include overtime and a discretionary year-end merit bonus based on performance. The firm offers a competitive salary and benefits package.

Requirements

Minimum of five years' experience providing administrative support to attorneys.
Strong track record managing complex workflows, client matters, and competing priorities in a professional services environment.
Advanced proficiency in Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel.
Proficiency with PDF editing tools and AI tools and platforms used for drafting, scheduling, research, and workflow optimization.
Demonstrated expertise with legal administrative systems and firm tools, including document management systems, CRM platforms such as Salesforce, timekeeping software, and project-tracking tools such as Asana.
Exceptional organizational skills and attention to detail.
Ability to communicate clearly and professionally, verbally and in writing.
Proactive, collaborative work style and ability to manage multiple assignments, meet tight deadlines, and adapt to shifting priorities.
Strong client-service orientation and a high degree of professionalism, discretion, and confidentiality.
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 and willingness to provide backup coverage and contribute to group success.
Ability to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and complete assignments within the parameters of instructions, prescribed routines, and accepted practices.
Ability to work a required hybrid in-office schedule, with flexibility to work overtime or adjust hours on short notice based on business needs.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Serve as a primary support contact for clients and external parties.
Conduct preliminary research on prospective clients and prepare summary reports to support intake decisions.
Facilitate new business intake, including opening clients and matters, initiating conflict checks, and preparing engagement, waiver, and disclosure letters.
Respond to audit-letter requests and requests for basic corporate documentation.
Update task lists to support workflow management and team communication.
Draft complex waiver and disclosure letters for client matters and transactions.
Use AI-powered digital automation tools to generate corporate documents and support entity-management tasks.
Compile and organize documents for client deal closings.
Manage high-volume email and calendar appointments, schedule internal and client meetings, and triage attorney inboxes for priority items.
Manage attorney calendars and help attorneys stay aligned with priorities and prepared for meetings and commitments.
Arrange conference calls and coordinate meeting and event logistics, including catering, rooms, and technology.
Coordinate client board and practice-group meeting logistics and support practice-group agenda development.
Support client board-meeting preparation, including assembling materials, reviewing agendas, drafting and revising minutes, and ensuring approved minutes are executed, filed, and shared under attorney or paralegal direction.
Reserve hoteling offices and arrange building security access at other firm offices.
Coordinate detailed travel arrangements with the travel team, provide travelers with necessary details, and account for time zones and attorney preferences.
Add detailed travel itineraries to attorneys’ calendars and proactively help keep attorneys on track while traveling.
Use team and firm applications such as Litera Transact, Contract Express, and FTP.
Prepare, proofread, and edit correspondence and legal documents for accuracy and compliance with firm standards.
Format and process documents, including PDF conversions.
Organize and save files and emails in firm document management systems, maintain files and records, and ensure timely client-file closing.
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.
Coordinate among attorneys, Account Managers, Finance, and Pricing teams on billing and financial workflows.
Monitor new and ongoing client matters for setup, engagement-term alignment, and billing readiness, anticipating potential billing challenges.
Enter attorney time accurately and on deadline, including creating time entries from documented meetings, calls, and other known activities.
Review and edit prebills in the firm's paperless billing system for accuracy and compliance with client guidelines, rates, discounts, budgets, and alternative fee arrangements; incorporate attorney revisions and track completion.
Work with Finance and Account Managers to resolve billing discrepancies, including rejected or non-compliant electronic invoices, and help keep billing cycles on schedule.
Participate in firm initiatives to improve billing processes, systems, and operational efficiency.
Process expense reimbursements and vendor invoices with accurate documentation and timely submission and payment.
Collaborate with attorneys and Business Development on pitch materials, RFPs, and client-facing presentations.
Manage and update Salesforce records for client tracking and marketing initiatives.
Coordinate with attorneys, Marketing, and Business Development on events, client opportunities, strategic initiatives, and related materials.
Maintain and update client contact records, track engagement activity, and ensure CRM data accuracy and integrity.
Support social media and marketing initiatives by coordinating content postings and timely updates with relevant teams.
Oversee assigned attorneys’ knowledge-management deal-tracking submissions and follow up on accuracy and timely updates.
Liaise with internal departments, including IT, Finance, Distribution, Records, and KM, to resolve issues and provide support.
Support supply requests, mail handling, and compliance-related tasks.
Maintain attorney contact lists, memberships, and MCLE tracking.
Manage seminar and training registrations and coordinate internal approvals.
Support special projects, such as press reviews or internet research for client matters, and perform related duties as assigned.
Provide backup support and share knowledge in a collaborative team environment.
Mentor new Executive Assistants and share best practices for onboarding and continuous improvement.
Work under pressure, meet deadlines, provide exemplary customer service, and complete assignments independently within given instructions and established practices.
Work a hybrid in-office schedule and adjust hours or work overtime on short notice when business needs require.