Executive Assistant (Corporate)

Wilson Sonsini•Boston, MA

4d•$39 - $53•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 may support multiple attorneys and is expected to build proficiency in legal and administrative systems while developing strong internal relationships across the firm. The position follows a hybrid work schedule. The role supports client service, workflow coordination, and operations, including client and matter intake, correspondence, document preparation and management, calendar and meeting coordination, travel, billing and expenses, business development, marketing, knowledge management, and administrative compliance. It also handles complex client and matter coordination, supports business development efforts, tracks time-sensitive projects, and facilitates communication with high-profile clients and stakeholders. The position includes mentoring new Executive Assistants and providing backup support to the team. The hybrid in-office schedule is required, 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 of experience providing administrative support to attorneys, with demonstrated ability to manage 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.
Proficiency with AI tools and platforms used for drafting, scheduling, research, and workflow optimization.
Demonstrated expertise with legal administrative systems and firm tools, such as document management systems, CRM platforms, timekeeping software, and project tracking tools.
Exceptional organizational skills and attention to detail, with clear and professional verbal and written communication.
Proactive, collaborative work style and ability to manage multiple assignments, meet tight deadlines, and adapt to changing priorities.
Strong client service orientation and high degree of professionalism, discretion, and confidentiality.
Ability to mentor colleagues, own 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 approach, including willingness to provide backup coverage and contribute to group success.
Ability to work under pressure, meet deadlines, maintain a positive attitude, and provide exemplary customer service.
Ability to work independently and complete assignments within instructions, routines, and accepted practices.
Ability to meet the required hybrid in-office schedule and 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; research prospective clients and prepare summaries 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 and corporate-document requests; update task lists and support workflow management and team communication.
Use AI-powered automation tools to generate corporate documents and support entity management; compile and organize closing documents.
Manage high-volume attorney email inboxes and calendars, triage priorities, and schedule internal and client meetings.
Arrange conference calls and coordinate meeting and event logistics, including catering, rooms, and technology; support practice group meeting agendas.
Support client board meeting preparation, including gathering prior minutes and resolutions, preparing 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 and maintain itinerary details on attorney calendars.
Prepare, proofread, and edit correspondence and legal documents; format and convert documents and use firm-supported applications.
Organize and maintain files and emails in firm document management systems, follow records management guidelines, process records, and ensure timely client file closing.
Coordinate DocuSign requests, courier services, mailings, signature packets, audit letters, document requests, and Box data rooms.
Coordinate attorneys, Account Managers, Finance, and Pricing teams on billing and financial workflows; monitor matter setup and billing readiness.
Enter attorney time accurately and on deadline, including preparing entries based on documented activities.
Review and edit prebills for accuracy and compliance with billing guidelines, rates, discounts, budgets, and alternative fee arrangements; incorporate revisions and track completion.
Work with Finance and Account Managers to resolve billing discrepancies and rejected or non-compliant electronic invoices; support billing process improvement initiatives.
Process expense reimbursements and vendor invoices in compliance with firm policies and submission and payment timelines.
Collaborate with attorneys and Business Development on pitch materials, RFPs, client presentations, events, and strategic initiatives.
Maintain Salesforce and other CRM records, including client contacts and engagement activity; support marketing data accuracy and initiatives.
Support social media and marketing content postings and coordinate updates with relevant teams.
Oversee assigned attorneys’ knowledge-management deal tracking submissions and follow up on data accuracy and timely updates.
Liaise with internal departments, including IT, Finance, Distribution, Records, and Knowledge Management, to resolve issues and provide support.
Support supply requests, mail handling, compliance-related tasks, attorney contact lists, memberships, and MCLE tracking.
Manage seminar and training registrations and coordinate internal approvals.
Support special projects and perform additional duties as a natural extension of the role.
Provide backup support and share knowledge with colleagues; mentor new Executive Assistants and contribute to onboarding and continuous improvement.
Work overtime or adjust hours on short notice when business needs require.