Litigation Executive Assistant

Opening Type:

Business Professionals

Location:

Palo Alto

650 Page Mill RoadPalo AltoCA94304-1050US

650-493-9300

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 Litigation Executive Assistant who will operate with a high level of autonomy, judgment, and discretion, providing advanced administrative and litigation practice support to attorneys and clients. This role is central to ensuring efficient client service, seamless matter management, and smooth daily operations in a fast-paced, high-volume environment.

The Executive Assistant works closely with attorneys, clients, and internal departments to coordinate filings, manage communications, maintain case documentation, and support all phases of litigation – from new matter intake to trial preparation. The position requires deep familiarity with litigation procedures, strong organizational skills, and the ability to anticipate needs in a dynamic team setting.

This position is available as a hybrid work arrangement.

Essential Duties and Responsibilities:

Client and Matter Management

• Serve as a key point of contact for attorneys, clients, vendors, and firm departments.
• Facilitate new business intake processes, including opening new clients and matters, initiating conflict checks, and preparing engagement, waiver, and disclosure letters.
• Perform e-filings in state and federal courts; prepare and send courtesy copies to judges and opposing counsel.
• Manage attorney admissions, court logins, and Certificates of Good Standing for pro hac vice applications.
• Coordinate hearings, depositions, mediations, and trial logistics, including virtual appearances, travel, hotel and conference room arrangements, and catering.
• Assist attorneys and case teams in tracking and monitoring state and federal cases.
• Maintain accurate client and case records in the firm’s document management system (e.g., NetDocs).

Email, Calendar and Meeting Coordination

• Manage high-volume attorney inboxes and calendars, prioritizing and addressing action items, distributing and saving key documents.
• Schedule and coordinate internal and client meetings and conference calls, including catering, room reservations, and technology setup.

Travel Coordination

• Reserve hoteling offices via the firm’s booking system and ensure building security access in other firm offices.
• Coordinate detailed domestic and international travel with the firm’s travel team.
• Prepare comprehensive itineraries including time zones, transportation, lodging, and restaurant options.
• Add travel details to attorney calendars and ensure smooth travel logistics.

Document Management and Production

• Prepare initial drafts (shells) of legal documents (e.g., notices, briefs, subpoenas, discovery requests and responses, motions, declarations, proposed orders, certificates of service) and edit as needed.
• Serve discovery and other substantive legal mailings.
• Coordinate and monitor service of process requests.
• Organize and manage electronic files in adherence to firm policies and serve as file keeper.
• Handle document formatting, PDF conversions, printing, and scanning.
• Coordinate DocuSign, courier services, and mailings.

Timekeeping, Billing and Expense Management

• Serve as a central point of coordination among attorneys, Account Managers, Finance, and Pricing teams to ensure alignment, streamline workflows, and enhance operational efficiency across billing and financial processes.
• Proactively monitor and track new and ongoing client matters to ensure proper setup, alignment with engagement terms, and billing readiness, minimizing delays, and anticipating potential billing challenges.
• Enter attorney time into the firm’s timekeeping system with accuracy and adherence to deadlines, including generating time entries based on documented meetings, calls, and other known activities to ensure completeness and c…