Litigation Executive Assistant

Essential Duties and Responsibilities

• Client and Matter Management
• 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.
• Cook up hearings, depositions, mediations, and trial logistics, including virtual appearances, travel, hotel and conference room arrangements, and catering.
• Aid 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.
• Cook up 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.
• 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 efficiently.
• 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.

Pay Information

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: $46.67 – $63.14 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).

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