Administrative Assistant (ART)

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 is seeking a motivated administrative professional to join our Administrative Resource Team (ART) providing core administrative support to legal departments throughout the firm. The ART serves as a central support hub for attorneys, legal professionals, and executive assistants delivering a broad range of administrative support services requiring a candidate with strong customer service, administrative, and organizational skills. This is an excellent entry level opportunity that could lead to a longer-term career at the firm supporting attorney practices.

This role is available as a hybrid work schedule, and the in-office schedule will be 3 days/week. Must be available to work a 7.5-hour shift scheduled within our operating hours of 8:00 AM to 7:00 PM Pacific Time.

Job Responsibilities

• Utilizing a centralized data base, retrieve assignments from legal professionals and perform tasks as requested; update requestors regarding receipt and status of tasks/projects and consistently meet agreed upon deadlines
• Time-entry support 
• Prepare and submit business expense reports
• Travel arrangements (Coordinating with internal travel agency)
• Arrange for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers
• Confirm status of vendor payments
• Provide file management assistance utilizing firm document management system (Netdocs)
• Create, revise and edit documents using MS suite and PDF programs
• General research (non-legal) ​
• Consistently deliver exceptional customer service to internal clients
• Proactively keep abreast of firm resources, contacts, and subject-matter experts to provide alternative solutions when necessary
• Navigation assistance for new attorneys regarding resources and contacts within the firm
• Additional practice-specific support services as needed

Knowledge, Skills, and Abilities 

• Display well-developed and professional interpersonal skills, with the ability to interact and communicate effectively with employees at all organizational levels of the firm
• Demonstrate the ability to take initiative and work both independently and in a team environment with a customer service focus
• Ability to effectively prioritize multiple tasks, and produce accurate work product in a fast-paced, deadline-oriented environment
• Demonstrate strong attention to detail, outstanding organizational skills, and the ability to manage time effectively
• Demonstrate strong problem-solving skills, initiative, good judgment, and excellent follow-up skills
• Possess excellent written and verbal communication skills, including strong grammar, spelling, and punctuation
• Possess the ability to handle confidential, sensitive, and proprietary information with appropriate discretion
• Must be a self-starter who can work independently with minimal supervision
• Ability to establish and maintain effective working relationships and collaborate well in a team setting
• Flexible attitude and the ability to deal well with changing assignments and priorities
• Determine most appropriate technology to accomplish a given task and seek ways to utilize technology to improve efficiency
• Proactive in seeking innovative ways to help others and the ART program

Qualifications

• High school diploma required; bachelor’s degree preferred
• 3+ years of previous administrative support experience in a law firm or professional services environment preferred
• Strong computer skills, proficiency with MS Office Suite (Word, Outlook, PowerPoint, Excel) PDF programs, and the ability to learn new software applications quickly

The primary location for this job posting is in Palo Alto, but other locations may be listed. 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:

Palo Alto, San Francisco: $31.82 - $43.05 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).