Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth.
The Office Coordinator plays a key role in supporting the smooth and efficient daily operations of the Palo Alto office. In this highly visible role, you will serve as a central resource for attorneys and staff at all levels, collaborating closely with teams across the firm (including Facilities, IT, Attorney Recruiting, Security, Finance, Marketing, and HR) to assist with the seamless day-to-day operations. This position is ideal for someone who is proactive, highly organized, and detail oriented. The right candidate thrives in a fast-paced environment, enjoys building genuine relationships, and takes pride in creating a positive, well-run office experience.
Regular in-office presence is required to support collaboration, events, and business needs while upholding all firm policies and standards of conduct.
Event & Engagement Coordination
- Assist with coordination of office, Community Impact, and DEI engagement events, including processing of related invoices/expense reimbursements, interfacing with vendors, working with property management to obtain COIs and contracts, and assisting with the creation of calendar invitations to various events.
- Participate on Community Service Committee to assist with facilitation and coordination of events.
- Assist Office Administrator with Marketing Department event logistics.
- Collaborate with office services teams (e.g., Facilities, Engineering, IT, Café, CST, Reception, etc.) to ensure an efficient and appropriate operation of the hospitality services, including food and beverage set ups, supplies, and clean ups for office events.
- Maintain and update the Palo Alto office events calendar on the Intranet.
- Take an active role in fostering a positive, inclusive, and welcoming office culture that promotes employee engagement and continuous improvement.
Facilities & Office Operations
- Assist with onboarding process for new employees by conducting office tours.
- Maintain records for Palo Alto office moves and communicate actionable items to relevant teams.
- Monitor quality and cleanliness of office common spaces, escalating issues as needed.
- Audit assigned offices for facilities needs and adherence to guidelines (e.g., artwork installation, unpacked boxes, clutter, unauthorized items).
- Audit hoteling offices for facilities, IT, and cleanliness needs, escalating issues as necessary.
- Support building safety by ensuring emergency protocols and procedures are clearly understood and followed during emergency situations.
Administrative Support
- Update and maintain internal lists such as EA/attorney assignments, holiday PTO coverage calendar, and recognition notes.
- Assign attorney/executive assistant pairings in Workday.
- Track snack offering feedback and recommend adjustments based on budget considerations.
- Field employee questions by directing to the appropriate department or policy and serve as a general resource for office-related topics.
- Provide occasional backup coverage for Reception when needed.
- Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations when needed. Serve as a resource for employees when Office Administrator is out of office (apart from employee relations issues).
- Process expense reimbursements and invoices.
General & Ad Hoc Projects
- Support additional office initiatives and special projects as needed (e.g., organizing storage spaces).
- Maintain regular in-office attendance as required to support business needs, team collaboration, and on-site events.
- Adhere to and uphold all firm policies, procedures, and standards of conduct.
Education and/or Work Experience Requirements:
- Bachelor’s degree preferred.
- 3+ years of experience working in an office setting.
- Event planning/coordination experience preferred.
- Excellent computer proficiency (MS Office – Word, Excel and Outlook).
- Excellent verbal and written communication skills, including ability to effectively communicate with internal and external clients.
- Highly organized, proactive, and solutions-oriented with a focus on continuous improvement.
- Exceptionally responsive and reliable in managing emails, requests, and follow-through.
- Ability to work independently and to carry out assignments to completion within parameters of instructions given.
- Skilled at managing multiple priorities and deadlines with efficiency and composure.
- Demonstrates strong interpersonal skills with the ability to build rapport and work effectively with individuals at all levels of the organization.
- Maintains impeccable attention to detail and accuracy in all aspects of work.
- Genuinely invested in fostering community and positive relationships within the office.
- Handles confidential and sensitive information with discretion and professionalism.
- Exercises sound judgment and initiative, stepping in confidently to support operations in the Office Administrator’s absence.
- Flexible and willing to participate in occasional after-hours office events as needed.
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: $35.96 – $48.65 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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