Litigation Executive Assistant

Wilson Sonsini Goodrich & Rosati, Professional Corporation; San Diego (CA); Hybrid; USD 54.000 - 73.000; Vollzeit

Benefits dieser Stelle

Hybrid in-office schedule

Zusammenfassung

Wilson Sonsini is seeking an experienced Litigation Executive Assistant to provide autonomous administrative and litigation support to attorneys in a fast-paced, high-volume environment. The role involves case management, e‑filings, and coordinating hearings, travel, and billing, with a hybrid in-office schedule.

The position requires deep familiarity with litigation procedures, strong organizational skills, and a client service orientation, supporting attorneys from intake through trial

Qualifikationen

• Bachelor’s degree preferred.
• Minimum 5 years of litigation experience in a law firm environment.
• Proficiency in e-filing in state and federal courts required.
• Advanced skills in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF editing tools; familiarity with AI-based tools preferred.
• Experience with Google Workspace is a plus.

Aufgaben

• 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 letters.
• Perform e‑filings in state and federal courts; prepare and send courtesy copies to judges and opposing counsel.
• Coordinate hearings, depositions, mediations, and trial logistics, including virtual appearances and travel arrangements.
• Manage attorney admissions, court logins, and Certificates of Good Standing for pro hac vice applications.
• Timekeeping, billing, and expense management coordination across multiple teams.

Kenntnisse

E‑filing

MS Office Pro

Calendar Management

Client Service

Discretion & Judgment

Ausbildung

Bachelor's degree preferred

5+ years litigation experience

Jobbeschreibung

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 Litigation Executive Assistant operates 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 schedule.

Responsibilities

• 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 compliance
• Manage and execute the prebill review and editing process within the firm’s paperless billing system by analyzing prebills for accuracy and compliance with client billing guidelines, rate structures, discounts, budgets, and alternative fee arrangements; incorporate attorney revisions, track progress, and ensure timely completion of reviews
• Collaborate with the Finance team and Account Managers to resolve billing discrepancies, including rejected or non‑compliant e‑billed invoices and facilitate timely, accurate, and efficient processes that keep billing cycles on schedule
• Participate, as appropriate, in firm initiatives to support innovation and the continuous improvement of billing processes, systems, and overall operational efficiency
• Process expense reimbursements and vendor invoices, ensuring accurate documentation, compliance with firm policies, and timely submission and payment
• Prepare and send audit letters in collaboration with Finance
• Administrative, Operational, and Compliance Support Partner with internal departments (IT, Finance, Distribution, Records, KM, etc.) to resolve issues and ensure seamless coordination
• Manage attorney memberships, MCLE tracking, bar dues, and seminar registrations
• Participate in firm and departmental initiatives, pilots, and committees
• Team Collaboration and Mentorship Contribute to a collaborative team environment by providing backup support and sharing best practices
• Mentor new or junior Executive Assistants to support team development and efficiency

Education and Experience Requirements

• Bachelor’s degree preferred
• Minimum 5 years of litigation experience in a law firm environment, demonstrating success in managing complex workflows, client matters, and competing priorities
• Proficiency in e‑filing in both state and federal courts required
• Advanced skills in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF editing tools; familiarity with AI‑based tools for drafting, scheduling, research, and workflow optimization preferred
• Experience with Google Workspace is a plus
• Exceptional organizational skills and attention to detail
• Strong client service orientation and a professional demeanor marked by discretion, confidentiality, and sound judgment
• Proven ability to support fast‑paced, high‑volume litigation practices, demonstrating strong project management and prioritization skills
• Adaptable and resourceful, with strong sense of urgency and accountability when navigating shifting priorities
• Ability to perform effectively under pressure while managing multiple concurrent tasks and deadlines
• Excellent communication and interpersonal skills, with the ability to interact effectively at all levels of the firm, including attorneys, staff, clients, and external vendors
• Strong file management and organizational skills, including maintaining and archiving electronic records accurately and efficiency
• Demonstrated ability to work independently and carry out assignments to completion with minimal supervision
• Collaborative and team‑oriented approach, with a willingness to provide back‑up coverage and contribute to group success

Hybrid in‑office schedule required, with flexibility to work overtime or adjust hours on short notice based on business needs.

The primary location for this job posting is in San Diego.

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: $39.37 – $53.27 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).

Wilson Sonsini is the premier legal advisor to technology, life sciences, and growth enterprises worldwide, as well as the venture firms, private equity firms, and investment banks that finance them. We represent more than 300 public enterprises and 3,000 private companies in a wide range of today’s cutting‑edge industries, from AI and fintech to life sciences and mobility. For more than 60 years, our attorneys and professional staff have created a unique working environment. With deep roots in the fast‑paced and innovative world of Silicon Valley, the firm fosters an entrepreneurial spirit and team‑oriented approach for all employees, providing professional and personal development opportunities and encouraging all departments to promote a stable and optimal work/life balance. Wilson Sonsini is committed to creating a diverse and inclusive workforce globally. We have built a culture in which employees of all backgrounds, viewpoints, and experiences are encouraged and empowered to achieve their maximum potential. Our firm is consistently recognized among the top law firms in annual diversity rankings. For example, Wilson Sonsini ranked No. 2 among firms with more than 601 attorneys in Law360’s 2025 Diversity Snapshot. Additionally, in 2025, for the seventh consecutive year, Wilson Sonsini achieved Mansfield Plus Certification, and in 2026, for the sixth consecutive year, the firm achieved a top score of 100 on the Human Rights Campaign Foundation’s Corporate Equality Index. We are also dedicated to enhancing the communities in which we live and work by providing legal services, financial support, and volunteer services to worthy agencies and individuals in need. In 2025, Wilson Sonsini attorneys and staff provided more than 80,500 pro bono hours, participated in 125 community service projects, and raised over $130,000 for charitable organizations and causes. In addition, the Wilson Sonsini Foundation contributed more than $2.35 million to 112 law‑related organizations and 129 community organizations in 2025. Wilson Sonsini has 17 offices in 16 technology and business hubs worldwide. Austin, TX Boston, MA Boulder, CO Brussels, Belgium Century City, CA Hong Kong London Los Angeles, CA New York, NY Palo Alto, CA Salt Lake City, UT San Diego, CA San Francisco, CA Seattle, WA Shanghai (China) Washington, D.C. Wilmington, DE