Legal Talent Executive Assistant

Job Description Summary:

Fenwick is seeking a proactive, organized and detail-oriented Executive Assistant to support the firm’s Chief Talent Officer (CTO) and the needs of the teams focused on the firm’s legal talent. This role will provide high-level administrative support, manage schedules, facilitate communications with attorneys and with business professionals across the organization, and coordinate departmental projects and events. The ideal candidate will have strong verbal and written communication skills, the ability to effectively manage multiple priorities, and a collaborative approach to working with the firm’s leadership, partners, associates, and business professionals.
This role offers a hybrid work arrangement, allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives. This position can be based in our Silicon Valley (CA) or San Francisco (CA) office locations.

Job Description:

CTO, Administrative Support

• Manage the CTO’s calendar, including scheduling meetings, organizing travel arrangements, and coordinating events.
• Draft, edit, and manage correspondence and communications on behalf of the CTO.
• Handle expense reports and assist with invoice processing and budget tracking.
• Act as the primary point of contact for internal and external inquiries, ensuring prompt and accurate responses.
• Attend meetings, take notes, and take ownership in following up on to-do items.
• Maintain organized and up-to-date task lists and manage priorities.
• Organize and prepare materials for meetings and trainings, including hard and electronic copies, distribution as needed.
• Oversee inbox organization and develop strategies to improve email management and streamline communication workflows.
• Assist with creation of PowerPoint presentations, agendas, spreadsheets, and charts.  
• Maintain confidentiality and discretion with respect to all matters.

Legal Talent Team Support

• Develop a comprehensive knowledge of all firm policies and practices as they relate to attorneys and ensures the appropriate implementation of each.
• Maintain attorney personnel records in Workday. 
• Assist with all aspects of attorney evaluation processes.
• Provide administrative support related to legal personnel issues, including but not limited to, policies and procedures, leaves of absence, flexible vacation, performance reviews, hours elections, career development plans, work opportunities, grievances, interpersonal challenges, compensation and bonus matters, reduced schedules and other flexible work arrangements, office transfers, mentoring, coaching needs, transitions, and outplacement counseling.
• Support attorney development programs.
• Assist with overflow support as needed for Legal Training and Development meetings and attorney trainings.
• Work and collaborate with other administrative departments, such as Practice Management, Legal Recruiting, HR, and Diversity & Inclusion, to ensure smooth cross-functional support to attorney population.
• Assist with orientation and integration programs for attorneys.
• Assist with offboarding process for attorneys.
• Assist with data management and organization, including maintenance of spreadsheets and databases.
• Coordinate and assist with budgeting and tracking expenses. Reconcile monthly American Express account.
• Provide additional administrative support as needed for the Legal Personnel and Training departments, including ad-hoc projects and tasks.
• Organize and own agendas and minutes for key meetings.
• Other duties as assigned.

Skills and Qualifications:

An individual should demonstrate the following competencies to perform the essential functions of this position.

• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Ability to handle sensitive information with confidentiality, discretion, and professionalism.
• High level of attention to detail and accuracy.
• A proactive and positive approach to problem-solving.
• Strong interpersonal skills and the ability to work effectively with colleagues at all levels.
• Demonstrated initiative, with the ability to work both independently and as part of a team.
• Familiarity with attorney, HR or talent management concepts is a plus.

Reporting to the Chief Talent Officer, the qualified candidate will have 5+ years of administrative support experience, preferably supporting senior executives or in a legal/professional services environment. Bachelor's degree required.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$84,000 - $120,000

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.