Job ID: 4440
Updated: Feb 8, 2018
Location: Washington, DC, United States
Category: Legal Secretary/Practice Asst
About Kirkland & Ellis
Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms. Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.
Essential Job Functions
This position requires a professional, organized self-starter with the ability to interact with staff and clients at all levels in a fast-paced, challenging legal environment. A proactive work ethic, the ability to anticipate needs, strong decision making skills, attention to detail, and a flexible schedule are a must.
The Practice Support Assistant (Floater Secretary) provides legal and administrative assistance to a group of Attorneys/Paralegals. Responsibilities include a mix of traditional legal secretary functions, and legal support projects. Primary functions will be mostly administrative in nature.
Secretarial: creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Microsoft Office, Excel, PowerPoint, Adobe and DMS); document comparison and proofreading. Additional administrative duties include answering phones, entering time, managing calendars, travel arrangements and expense reimbursements, along with other general secretarial duties.
Billable Legal Projects: under the supervision and direction of a Paralegal, helps manage, organize, and analyze the materials and information relating to particular matters and transactions. These duties allow them the opportunity to work with and assist our legal staff in preparing for depositions, due diligence investigations, document productions, trials, deal closings, etc.
ESSENTIAL JOB FUNCTIONS:
Document Preparation: The Practice Support Assistant (Floater) is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.
Secretarial: Uses word processing and document management software (Microsoft Office, including PowerPoint & Excel, Adobe, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.
Billable Legal Projects: Uses Relativity, Concordance, TextMap, CaseMap, and other client document management systems to maintain, organize and search for case preparation. Uses Microsoft Office and various other programs to create documents, as needed. Will attend any and all training relevant to case needs.
Project Work: The Practice Support Assistant is required to work on various projects, both billable and non-billable.
Secretarial: Non-billable document management.
Billable Legal Projects: Document/database management, assist with pre and post-closing matters, assemble closing books, internet research, prepare and update case files (witness, expert, deposition, etc.), document production, and other projects as assigned.
Administrative Support: Interacts on a daily basis with Departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests/expenses); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.
Secretarial: Processes conflict checks and New Client/New Matter forms (KENI); enters time (Carpe Diem); processes expense reports (K&E Expense/Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; maintains attorney/legal assistant calendars (Outlook Calendars).
Billable Legal Projects: Conducts research as directed by attorney; assists with administrative tasks pertaining to case management.
File Maintenance: Establishes and maintains paper and electronic files in compliance with current firm policies utilizing the Firm’s LegalKEY system and Document Management System.
Customer/Client Service and Teamwork: Organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients’/colleagues’ current and future needs. Shares information and offers ideas and solutions in a team environment.
Secretarial: Provides assistance to other Legal Secretaries whenever necessary to meet Firm and client needs.
Billable Legal Projects: assists team with seamless service, both in the office, and at client sites and/or courts; is aware of client costs and performs tasks in a cost-effective manner
Professional Demeanor: Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues. Performs complex legal secretarial and billable legal project activities which may be highly confidential and sensitive, and require discretion and diplomacy.
Qualifications & Requirements
The ability to work the core business hours of 9:00 am - 5:30 pm with flexibility for overtime, as required. Must have college degree or relevant previous experience in a legal or corporate environment. Proficient in MS Office Suite, Excel, PowerPoint and Adobe; must have professional demeanor, the ability to think critically, and the ability and desire to learn and apply new skills. Good writing and communications skills are a must.
EDUCATION REQUIREMENTS: Must have four-year college degree or at least two years of relevant previous experience in a legal or corporate environment.
How to Apply
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Equal Employment Opportunity
All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.
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