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Legal Secretary Trainee

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Job ID: 4485

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

The Legal Secretarial Trainee position is an entry-level position for candidates with 2+ years of secretarial/office experience who wish to learn the skills necessary to become a Legal Secretary.  This position offers a blended learning opportunity with on-the-job training coupled with classroom and on-line technical training.  Incumbents will attain on-the-job training by working on delegated tasks while becoming acclimated to the Firm’s administrative functions and culture.  Technical skill instruction is a combination of classroom and e-learning opportunities that include hands-on training in formatting and revising legal documents, on-line tutorials and assessments to track progress.  Classroom and on-line learning requirements are mandatory.

The Legal Secretarial Trainee Program is designed to develop an incumbent’s administrative and technical skills with the expectation that participant’s will move into Legal Secretarial positions supporting a team of legal professionals upon completion of the Program. 

Candidates must possess excellent communication and organizational skills, a customer service orientation, a proactive work ethic, attention to detail and flexibility for overtime. 

Document Preparation: Use word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Adobe, DMS, etc.) to prepare and revise, format, compare, and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.  Proofread to ensure such documents are correctly formatting and question inconsistencies in all materials.

Project Work: Document/database management, assist with pre and post-closing matters, assemble closing books, prepare and update case files (witness, expert, deposition, etc.), document production, and other projects as assigned.  Conduct internet research as directed by attorneys and the legal team. 

Administrative Support: Initiate conflict checks and New Client/New Matter requests (KENI); enter time (Carpe Diem); process expense reports and check requests (Chrome River); receive, place, and screen telephone calls; schedule conference calls (Inter-Call); coordinate and schedule travel arrangements through web-based application; maintain attorney/legal assistant calendars (Outlook Calendars).

Interact on a daily basis with departments within the Firm to facilitate the highest possible support to the legal team.

File Maintenance: Establish and maintain 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: Work within a team to meet Firm and client business needs; organize and prioritize workload to most efficiently enable and facilitate team effort to accomplish these goals.  Foster professional, cooperative and supportive relationships with peers, superiors and clients.  Anticipate and identify clients’/teams’ current and future needs.  Share information and offer ideas and solutions in a team environment.

Professional Demeanor: Exhibit professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.  Maintain positive, professional, courteous and flexible demeanor when dealing with clients and colleagues.  Provide complex legal support which may be highly confidential and sensitive, and require discretion and diplomacy.

Reporting Relationships: The Legal Secretarial Trainee reports to the Secretarial Services Manager.  Upon successful completion of the Program, incumbents will work primarily under the direction of an assigned group of legal professionals in a team environment to most effectively and efficiently meet Firm/client needs.

Qualifications & Requirements

2+ year’s secretarial/office experience, preferably in a legal or corporate environment.  Minimum typing speed of 45+ words per minute and experience using Microsoft Office Suite are required.  Must have high school diploma, associate degree preferred.

The ability to work the core business hours of 9:00 am - 5:00 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 www.kirkland.com 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.

 
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