Executive Administrative Assistant - Palo Alto

Executive Administrative Assistant 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. 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. Qualifications 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 ADA Requirements 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 Employment Status Non-Exempt Pay Range USD $100,000.00 - USD $120,000.00 /Yr. Pay Range Statement The salary range for this role represents the Firm's good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate's relevant experience, qualifications and location. Willkie offers a comprehensive suite of benefit programs to all eligible employees. A summary of available benefits can be found here in the Career section of the Firm's website. EEO Statement Willkie Farr & Gallagher is an Equal Opportunity employer. We do not discriminate based upon actual or perceived: race (including hair texture, protective hairstyles and other traits associated with race), color, age, religious creed, citizenship, citizenship status and alienage, nationality, national origin or ancestry, ethnicity or creed, disability, genetic information or medical condition, reproductive health decision making, pregnancy or maternity, paternity, marital or civil partnership status, caregiver status, gender (including gender identity, expression, nonconformity, gender reassignment or status as a transgender individual), sex, sexual orientation or preference, veteran or military status, height, weight, any other characteristic protected by law or any combination thereof. We are committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let the hiring manager know. California Applicants Pursuant to the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO) and the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.

Created: 2026-03-16