Patent Executive Assistant

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 18 offices: 13 in the U.S., three in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth.

Wilson Sonsini is actively recruiting for a seasoned Patent Executive Assistant (EA) to join the team. The Patent EA is a key administrative partner responsible for ensuring the smooth and efficient operation of the patent practice for the attorneys they support. The Patent EA is involved in managing client and matter workflows, coordinating complex schedules and meetings, arranging travel and handling expense reporting, supporting timekeeping and billing processes, and overseeing document organization and production. In addition, this role plays an active role in assisting with planning internal and client-facing events, supporting business development initiatives, and providing essential operational, compliance, and professional development support across the team.

Client and Matter Management

• Facilitate the onboarding of new clients and matters, ensuring seamless completion of all paperwork and engagement processes
• Act as a key point of contact between partners, clients, attorneys, and staff, ensuring efficient and professional communication while maintaining strict confidentiality
• Respond promptly and effectively to external and internal client inquiries, resolving issues and fostering positive client relationships
• Generate client conflict checks, open new matters, and draft engagement letters
• Initiate new business and conflicts searches by coordinating with the conflicts department
• Generate conflict waivers as required
• Facilitate legal confirmation requests and responses
• Preparation of WS Investment Request Memorandums
• Monitor and maintain attorneys' calendars and email accounts to support effective time management and prioritization
• Oversee client event coordination while they utilize our office spaces
• Perform related duties as assigned or directed by supervisor from time to time
• Maintain compliance with all firm policies and procedures

Scheduling and Meeting Management

• Lead attorney calendar optimization efforts to ensure clear visibility, efficient appointment navigation, and proper management of admin blocks, holds, and more
• Effectively manage and maintain calendars, scheduling internal and external meetings and appointments for attorneys
• Resolve potential scheduling conflicts, advising key stakeholders and making adjustments as needed
• Organize and coordinate meetings (in-person and virtual), including video/audio conferencing, logistics, and catering arrangements as needed
• Provide enhanced client attention during on-site meetings and events, as needed
• Proactively prepare partners for meetings, business travel, and weekly schedules by anticipating needs and delivering necessary support

Travel Coordination and Expense Management

• Coordinate domestic and international travel with Travel Department, including arranging flights, accommodations, and itineraries
• Prepare and submit detailed expense reports, ensuring proper documentation and compliance with firm policies
• Monitor international travel expenses and ensure appropriate currency conversion for reimbursements

Document Management and Production

• Prepare, edit, spell-check, redline and proofread documents, such as audit letters, ensuring accuracy and professionalism
• Organize, maintain, and archive patent electronic files, working closely with the Records Department to ensure confidentiality and compliance
• Coordinate and manage document creation using firm resources (Document Services) and firm-approved templates and tools
• Ensure accurate collection of client signatures via DocuSign

Timekeeping and Billing

• Record, review, edit, lift holds and close time entries in compliance with firm standards and web-based systems
• Lead monthly billing process, in collaboration with reviewing attorneys and the finance team to process prebills through paperless billing system, ensure compliance with firm deadlines, and address client billing inquiries
• Ensure consistency in narrative edits and hours billed across team members working on the same matter
• Process expense reimbursements, arrange Chrome River approvals, and ensure timely entry of attorneys' time-both standard and complex-into the firm's time entry system
• Upload invoices to Chrome River and collaborate with the finance team on client invoicing and related tasks
• Attend and participate in member A/R monthly meeting, as applicable

Event Planning and Business Development

• Understand and support attorney-specific business development goals by utilizing firm applications, partnering with the Business Development team, and adjusting standard work to provide assistance
• Collaborate with the business development team to implement action plans, organize webinars, client workshops, and prepare presentations or reports
• Work with Office Administrator to plan and oversee summits, training sessions, conferences, and events, including managing logistics and travel arrangements
• Assist in preparing client proposals and marketing materials
• Generate attorney docket reports from CPI (run reports only)
• Use CPI to look up specific client/matter working teams and provide accurate information to clients, attorneys and staff

Administrative, Operational, and Compliance Support

• Draft and maintain attorney guidelines to ensure consistency and minimize disruptions to the attorney's desk when executive assistants are out of the office or transitioning to a new desk
• Draft and maintain attorney-specific paperless billing reviewer guidelines to ensure standardization and consistency across accounts for reviewers and the team
• Coordinate with office administrators to create coverage assignments, ensuring support for executive assistants during PTO or LOA
• Maintain or create a NetDocs workspace to store administrative resources, ensuring easy access when needed
• Process BOX account requests to manage internal and external document visibility
• Assist with diligence data rooms in compiling, indexing, and downloading documents
• Work with Marketing and/or Library to perform preliminary research related to materials for attorney review
• Respond to internal and external requests promptly and professionally, ensuring tasks are completed with accuracy and efficiency
• Track and update client databases and CRM tools with accurate contact and matter information
• Maintain attorneys' memberships in bar associations and professional organizations, managing MCLE credits, dues, and renewals
• Manage and maintain updated contact information for the practice group, clients, and vendors
• Manage departmental distribution lists, partner/associate mentor assignments, and practice group calendars
• Assist with ad-hoc projects and administrative duties as assigned by attorneys or practice group leaders
• Coordinate and delegate tasks to ART to ensure efficient processing of administrative items (e.g. expense reimbursements, time entry, running docket reports, etc.)
• Support team development by providing team education when requested by management and providing training for new and more junior EA staff
• Serve as a mentor to new and junior team members, offering guidance and support to foster their development
• Actively contribute to process improvements and operational efficiency initiatives
• Work with management to participate in or lead organizational change efforts impacting administrative support or executive operations
• Draft, maintain, and update Standard Operating Procedures (SOPs) for EA tasks and workflows
• Collaborate cross-functionally with departments, vendors, and stakeholders to ensure seamless support

Professional-Development

• Stay well-versed in firm-wide apps, resources, standards, and best practices
• Interface and maintain strong relationships with firm resources and vendors, including but not limited to IT, Document Services, Distribution, Records, Accounting, office administration, and other support departments
• Schedule time with members to discuss current priorities, review the completion of action items, and establish a standardized process for feedback

Education and/or Work Experience Requirements:

• Bachelor's degree preferred
• 7+ years of experience supporting senior leadership (C-suite or partner preferred)
• Law firm experience preferred
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external clients
• Excellent computer proficiency (MS Office - Word, Excel and Outlook)
• 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

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: $42.00 - $56.82 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).