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 Fenwick is a leading law firm, purpose-built to guide visionary tech and life sciences companies and their investors through every stage of growth, from startups securing their first round of funding to leading publicly traded global enterprises. It was founded in 1972, and is headquartered in Silicon Valley, CA, US, with a workforce of 501-1000 employees. Its website is