Corporate Administrative Assistant (Silicon Valley)

Fenwick & West is a leading law firm that offers best-in-class administrative support services. The Administrative Assistant will provide essential support to attorneys and business professionals, ensuring efficient operation of the Business Center and delivering superior service.

Responsibilities

• Process and submit expense reports on behalf of client (attorney or business professional)
• Responsible for checking on requests and vendor statements in a timely and accurate manner working alongside the finance team
• Upon request, responsible for scheduling meetings (internal and external), manage attorney calendar and schedule client/department meetings accordingly
• Arrange and coordinate conference room requests, including catering and audio/visual equipment needs
• Upon request, arrange and coordinate travel arrangements and assist with logistical issues for travelers
• Perform document handling, including document editing, printing, scanning, copying, and filing
• Support the attorney’s time entry process by editing and correcting time narratives using the firm’s time-entry system (Intapp)
• Assist the billing team with the retrieval of invoice backup
• Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner’s preferred billing practices (e.g., usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.). Assist in the finalization of monthly bills
• Assist with proofreading work product and firm generated materials
• Assist with the firm’s Stock Certificate Program under guidance from the BC team’s corporate specialists and in conjunction with the Information Governance department
• Schedule and coordinate messengers and other vendors for pickup and delivery
• Act as a liaison for firm personnel and help them navigate the firm’s departments and resources
• Participate in check-ins with attorneys and paralegals who report directly to the BC Team to create positive working relationships and to provide excellent support
• Participate in special projects, as assigned/requested and provide support as needed
• Other tasks as assigned based on needs of the firm/business

Skills

• Minimum of one year of administrative experience in a highly demanding legal or professional services setting
• Service mindset and the ability to take the initiative, think critically, identify, problem-solve, and assemble/coordinate appropriate resources and responses
• Ability to prioritize and multitask effectively and efficiently in a fast-paced environment
• Must be flexible and able to work under tight deadlines in a fast-paced and dynamic environment
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work product
• Demonstrate excellent communication and organizational skills, both written and verbal
• Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with others, demonstrating poise, tact, and diplomacy
• Demonstrate the ability to follow complex instructions and if unsure, have the confidence to ask clarifying questions
• Proofread materials/work product carefully and correct any errors in grammar, spelling, or typography
• Protect and handle confidential and sensitive information with care and discretion
• Provide exemplary client service to internal and external clients by collaborating with various departments, firm executive personnel, vendors and contractors
• The ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and confidently
• Support and promote effective work practices, work as a team member, and show respect for all firm personnel
• Demonstrate a working proficiency in Microsoft Office applications – Word; Excel, PowerPoint, and Outlook
• Demonstrate a working knowledge with applications such as Chrome River, Maptician, iManage, EMS, PrebillViewer, and Intapp
• Bachelor's degree preferred

Benefits

• Healthcare
• Life Insurance
• Health Savings Accounts
• Flexible Spending Accounts
• Wellbeing

Company Overview