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Legal Secretary (Part-time Weekend)

Job ID: 4483

Updated: Mar 13, 2018

Location: Chicago, IL, 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

Responsibilities include converting, formatting, revising and comparing legal documents, spreadsheets and presentations using the Firm’s software (Office 2016, Adobe and DMS), transcription and proofreading.  Administrative responsibilities include assisting at the Intake Desk, answering phones, courier and reprographics tasks, attorney time entry, travel arrangements and other general secretarial duties and projects as assigned.

This position requires a professional, highly motivated, resourceful self-starter capable of functioning in a fast-paced, challenging environment.  Strong critical thinking, interpersonal and communication skills along with the ability to work collaboratively as a team are also required.

Document Preparation: Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.  In conjunction with the preparation of such documents, the legal secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.  Transcribes dictation, minutes of meetings or taped records of conferences and meetings.

Administrative Support: Tracks and records work in work tracking system.  Answers telephones.  Enters attorney time using Carpe Diem.

Interacts on a daily basis with Departments within the Firm to facilitate highest possible support, including the Reprographics, Digital Services and Conference Center departments.  Prepares messenger, overnight delivery and facsimile forms and facilitates their delivery.

Maintains personal attendance and overtime through PeopleSoft and prepares expense reports using Chrome River.

Customer/Client Service and Teamwork: Provides assistance to other legal secretaries whenever necessary to meet Firm and client needs; 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.

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 activities which may be highly confidential and sensitive, and require discretion and diplomacy.

Reporting Relationships: The After-Hours Legal secretary reports directly to the Secretarial Manager, however, on a day-to-day basis works primarily under the direction of the Weekend Coordinator.  In addition, works in a team environment with other administrative staff to most effectively and efficiently meet Firm/client needs.

Qualifications & Requirements

Must have 3+ years of recent secretarial experience in a legal environment, or any combination of training, education and experience that demonstrates the ability to perform the essential functions of the position.  Minimum typing speed of 55+ words per minute required.  Must have high school diploma, associate degree preferred.

Schedule Requirements: The ability to work Saturday and Sunday, 7:00 am - 2:00 pm with flexibility for overtime, as required.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

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.

Closing Statement

The job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.