Administrative 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 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.
Wilson Sonsini is seeking a highly organized, discreet, and proactive Administrative Assistant to support the Chief HR Officer and the HR leadership team. This role is the operational backbone of the CHRO's office. It manages the executive's time, communications, and records, and helps keep department priorities, deliverables, and meetings on track. The ideal candidate exercises sound judgment with highly confidential information, anticipates needs, and communicates professionally with firm leadership, partners, attorneys, business professionals, and external vendors.
Key Responsibilities
Calendar, Email, and Scheduling
Manage the CHRO's calendar, prioritizing meetings and resolving conflicts with minimal direction
Schedule internal and external meetings, including coordination across multiple offices and time zones
Coordinate with executive assistants to firm leadership to schedule joint meetings
Prepare the CHRO for the week and day ahead with relevant materials and context
Handle highly confidential information with strict discretion
Meeting Support and Follow-Through
Organize agendas for HR department and leadership meetings, gathering input from team members in advance
Reserve conference rooms, order catering, and arrange A/V and hospitality for meetings
Assist in preparing documents, analytics, and slide presentations for upcoming meetings
Take notes or minutes and distribute action items after meetings
Follow up with team members on action items and expected deliverables, and escalate delays as appropriate
Reporting and Systems
Run ad hoc reports from Workday and format the output for review
Perform basic data cleanup and analysis in Excel to support CHRO and department requests
File documents in NetDocuments according to the department’s matter/folder structure
Expenses and Travel
Prepare and submit expense reimbursements for the CHRO and other HR managers, ensuring compliance with firm policy
Book and manage domestic and international travel, including itineraries, ground transportation, and lodging
Coordinate logistics for visits to firm offices
Records and Department Administration
Organize and maintain department records, both electronic and hard copy, in line with firm retention policies
Receive, open, and distribute incoming department mail, packages, and deliveries
Maintain the department's shared files, contact lists, and calendars
Order and track department supplies and credit card purchases
Additional Responsibilities
Serve as the first point of contact for department visitors, welcoming them and fielding calls professionally
Prepare correspondence, memos, and routine communications for the CHRO's review and signature; route documents in DocuSign for execution
Support special projects as assigned
Qualifications
Required
7+ years of administrative support experience, preferably supporting a senior executive in a law firm, professional services firm, or corporate HR department
Demonstrated ability to handle confidential and sensitive information with discretion
Excellent written and verbal communication skills
Strong organizational skills, with the ability to manage competing priorities and meet deadlines
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Ability to work on-site in the Palo Alto office in-person
Preferred
Experience with Workday (reporting experience a plus) and NetDocuments or a comparable document management system
Experience with expense and travel systems
Familiarity with HR functions and terminology
Experience supporting a multi-office or international organization
accountable with tact
Working Conditions
This is an in-office position based in Palo Alto. Occasional extended hours may be required to support the CHRO's schedule or time-sensitive projects.
The primary location for this job posting is in Palo Alto. 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: $39.23 - $53.08 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).