Practice Support Specialist

Wilson Sonsini•San Francisco, CA

1d•$49 - $66•Hybrid

About The Position

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 providing senior level administrative and practice support to a partner and clients. This role is essential in the success of the partner’s practice and provides substantial business development support. In addition to handling core responsibilities essential in 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. At all times, the individual represents the firm and the partner in a highly polished and professional manner. This position is eligible for a hybrid work schedule (three days per week onsite).

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 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.

Responsibilities

Client and Matter Management Serve as a primary support contact for clients and external parties.
Facilitate new business intake processes, including opening new clients and matters and managing conflict checks.
Prepare and finalize engagement letters.
Work with pricing team on setting up and tracking client matter budgets.
Perform client-related research and coordinate follow-up with attorneys; 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.
Utilize digital automation tools (e.g. Neuron) to assist with drafting board minutes.
Provide documents for closing client deals when requested.
Build relationships crucial to the success of onboarding clients; focusing on the wants, needs and interests of the clients.
Provide assistance in drafting board minutes when attorney attends board meetings.
May provide assistance in 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.
Project management of key practice administration initiatives.
Email and Calendar Management; Meeting Coordination Manage a high volume of emails and calendar appointments and scheduling internal and client meetings.
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.
Oversee and manage partner calendar, ensuring partner remains 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 meetings, 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.
Timekeeping, Billing and Expense Management Work with Pricing on new client and matter fee arrangements and discounts and facilitate necessary approvals.
Facilitate entering attorney time into the firm’s timekeeping system with accuracy and attention to deadlines.
Generate time entries for attorney 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 attorneys complete their reviews promptly, helping to keep the billing process on track and running efficiently.
Check prebills for conformity to special billing engagement arrangements.
Assist in monitoring A/R and collections and identifying issues, working closely with account manager.
Facilitate processing expense reimbursements and vendor invoices, ensuring timely handling and accurate submission of documentation.
Travel Coordination 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.
Add detailed travel itinerary information to attorney calendar and proactively keep attorney on track while traveling.
Reserve hoteling offices via the firm’s booking system and ensure building security access in other firm offices.
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.
Knowledge Management and Practice Support Oversee KM deal tracking submissions made by assigned attorney and follow up to ensure data accuracy and timely updates.
Ensure KM materials relevant to the practice group are current and complete.
Administrative, Operational, and Compliance Support Liaise with internal departments (IT, Finance, Distribution, Records, KM, etc.) for issue resolution and support.
Utilizes firm resources for administrative tasks, effectively delegating basic tasks to Document Services, Administrative Resource Team and Executive Assistants.
Actively looks for ways to apply new methods of working, create efficiencies and improvements in work processes.
Support internal processes related to supply requests, mail handling, and coordination of compliance-related tasks.
Maintain and update attorney memberships and MCLE tracking.
Manage seminar and training registrations for attorney, 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.