Executive Administrative Assistant - Palo Alto

Willkie Farr & Gallagher LLP•Palo Alto, CA

9d•$100,000 - $120,000•Onsite

About The Position

The Palo Alto office of Willkie Farr & Gallagher LLP is looking for an Executive Administrative Assistant to join the team. Willkie is an elite international law firm of approximately 1,300 lawyers located in 16 offices in six countries. The ideal candidate will have a minimum of five years' experience as an Executive Assistant. This position requires you to be in the office four days a week. The Executive Assistant provides high-level support to a team of attorneys by managing complex calendars, meetings, and comprehensive travel, and by drafting professional correspondence and documents. Additionally, they will have strong attention to detail, excellent organizational and communication skills, and the ability to handle sensitive information with discretion. At Willkie, we believe great people are the key to our success. We are offering a highly competitive compensation package with exceptional benefits. If you are looking to work in a friendly, collaborative environment that affords unique opportunities to expand your professional development, this role is for you.

Requirements

Minimum 5 years’ experience providing high-level support to attorneys in a Law Firm environment required. Previous experience supporting transactional attorneys preferred.
Proficient in Microsoft Office Suite required, specifically with Outlook, Word and PowerPoint.
Proficiency in core firm systems and tools, including Cisco Jabber, Zoom, ZenDesk, Intapp, and iManage required; ability to adapt quickly to future technologies adopted by the firm.
Expert-level proficiency with timekeeping and billing platforms-particularly 3E and Pro Forma-is strongly preferred. Experience coordinating with Accounting and clients on billing matters and supporting collections activities is a plus.
Strong written and verbal communication and professional client service skills across all levels of firm personnel.
Highly organized with excellent time management, accuracy, and attention to detail; performs well in a fast-paced, deadline-driven environment.
Works independently and collaboratively; handles pressure and shifting priorities.
Demonstrated discretion and sound judgment with sensitive and confidential information.
Remains calm and organized under pressure, prioritizes agendas and balances multiple projects concurrently
Ability to anticipate needs before being asked, potential risks and offers suggestions about ways to mitigate them
Ability to work additional hours including some weekends and evenings as needed
Ability to commute to the office on a regular basis
Ability to sit at a desk most of the working day and walk short distances
Needs manual dexterity, speed and accuracy in handling office equipment
Ability to work efficiently and accurately in an atmosphere of frequent interruption
Ability to work in close proximity to other individuals
Ability to carry light objects, e.g., files, small objects and supplies a short distance.
Must be able to lift, carry and move objects up to 15lbs

Responsibilities

Manage calendars, schedule meetings, and coordinate travel, dining, and hotel reservations.
Draft correspondence, memoranda, and other documents.
Collaborate with other administrative teams and departments on projects requiring coordination, research, and document preparation, as needed.
Prepare, review, and process client invoices per firm policies and client guidelines.
Enter attorney time and maintain standardized matter lists, including client/matter numbers, descriptions, function codes, and related data, ensuring accuracy and completeness of billing information.
Track billable hours and ensure timely, accurate time entry for attorneys. Coordinate with attorneys and accounting to resolve billing issues. Advanced billing responsibilities include expert-level proficiency with 3E and Pro Forma workflows; end-to-end ownership of partner billing cycles; coordinating with clients, other offices, and Accounting to ensure timely bill issuance; and, when requested, supporting collections follow-up.
Initiate and complete client/matter intake, conflicts checks, and engagement letters.
Enter new matters into case management and accounting systems.
Maintain current records of open matters and deal teams; update distribution and team lists.
Prepare and submit attorney expenses; review and reconcile receipts and support.
Serve as liaison among attorneys, clients, and internal departments across channels.
Greet clients and visitors, escort them to the appropriate location, and ensure a professional, welcoming experience.
Support team leaders with cross-office project coordination and timelines.
Coordinate with the Marketing department on marketing materials, pitch decks and ranking submissions.
Maintain and update CRM and client contact databases. Ensure data integrity, proper document management practices, and consistent use of firm workflows and technology standards.
Coordinate onboarding for new attorneys, including scheduling, systems, and introductions.
Proactively monitor attorney deadlines and flag timing risks.
Liaise with internal support teams (Word Processing, IT, Office Services, Billing) to ensure timely completion.
Reserve conference rooms, and arrange catering when requested.
Perform additional tasks, as needed.