Corporate Administrative Assistant; Silicon Valley

Corporate Administrative Assistant (Silicon Valley)

The Business Center ("BC") plays a vital role in offering best‑in‑class administrative support services to the firm's attorneys and business professionals. We are seeking an Administrative Assistant who will report to the Business Center Manager and provide essential support to the firm's personnel and clients by executing various administrative tasks. The ideal candidate is a self‑starter who desires to execute the firm's vision for a "one‑stop‑shop" innovative, high‑performing center and demonstrates a capacity to collaborate effectively with attorneys, paralegals, and administrative team members.

This position is an excellent opportunity to work in an engaging, dynamic environment where teamwork, growth, and dedication to delivering superior service are valued and rewarded.

This position is based in our Silicon Valley office and offers a hybrid schedule, requiring three days on‑site per week in the office with the possibility of additional required in‑office days depending on business and client needs. The work schedule is 40 hours per week (non‑exempt), Monday‑Friday, from 9:00 am – 6:00 pm, or 10:00 am – 7:00 pm.

• Process and submit expense reports on behalf of client (attorney or business professional).
• Check requests and vendor statements in a timely and accurate manner working alongside the finance team.
• Schedule meetings (internal and external) and manage attorney calendars accordingly.
• Arrange and coordinate conference room requests, including catering and audio/visual equipment needs.
• Arrange and coordinate travel arrangements and assist with logistical issues for travelers.
• Perform document handling, including 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 retrieval of invoice backup and with monthly review of prebills prior to attorney entry.
• 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 provide excellent support.
• Participate in special projects as assigned/requested and provide support as needed.
• Other tasks as assigned based on the needs of the firm/business.

• Service mindset and the ability to take the initiative, think critically, identify problems, 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 dynamic environment.
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work.
• Demonstrate excellent communication and organizational skills, both written and verbal.
• Possess the interpersonal skills necessary to support positive working relationships and 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.
• Embrace and apply current technology and have the drive to learn new tools, systems and processes quickly and confidently.
• Support and promote effective work practices, work as a team member, and show respect for all firm personnel.
• Demonstrate…