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Practice Support Administrative Assistant

Job ID: 4522

Updated: Apr 12, 2018

Location: New York, NY, 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 Practice Support Services Assistant provides administrative support to the Manager and department including fielding telephone calls for attendance related matters, monitoring and coordinating attendance including updates to PeopleSoft Time & Absence system; requests for assistance regarding work related matters, and general inquiries; creating and revising spreadsheets, correspondence and presentations using the Firm’s software; process expense reports; schedule meetings and assist with special events; and other general duties and projects as assigned.  

Technical Support: Uses Firm software (MS Office, including Excel & PowerPoint, DMS, Visio, etc.) to prepare, revise, format and finalize a wide variety of work, including department maps, assignments lists, correspondence, memoranda, spreadsheets and presentations.  In conjunction with the preparation of such work, the Support Services Assistant is responsible for proofreading and questioning inconsistencies in material.  Familiarity with PeopleSoft Timekeeping and Chrome River software.  Familiarity with PeopleSoft to make regular update regarding assignment changes and updates.

Administrative Support: Monitor and maintain practice assistant attendance and overtime through PeopleSoft Time & Absence.  Monitor, coordinate and maintain secretarial review website and materials.  Continuous monitoring of telephones. Coordinate and schedule meetings and appointments; maintain department calendars.

Serve as backup to coordinate floater secretarial assignments to meet attorney staffing needs, and arrange overflow assistance for attorney/client work and special projects. Work in conjunction with the Document Service Supervisor and Coordinators to ensure all client/Firm needs are being met.

Assign practice assistants to visiting attorneys, process emails and dirculate confirmation emails.  Provide Chrome River access to PAs.  Maintain up-to-date Assignment Lists and department maps and distribute new versions.  Track and update the new hire listing document as needed.  Manage shared calendars.  Maintain and update Attorney Moves document.  Maintain and upload documents as needed the Practice Assistant SharePoint site.  Maintain the practice assistant desk profiles so all are current on the SharePoint site.  Oversee AccuRoute tracking, assigning, communications and meetings.  Assist in coordination of training newly hired practice assistants and in preparation of training materials.  Assist and/or initiate department document updates as necessary.  Various project work as needed.

Interact on a daily basis with Departments within the Firm to facilitate highest possible support, including Human Resources (review and attendance) Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Reprographics Department; Digital Services, etc.

File Maintenance: Establish and maintain paper and electronic files in compliance with current firm policies utilizing the Firm’s Document Management System.

Customer/Client Service and Teamwork: Provide assistance to other members of Support Services and Secretaries whenever necessary to meet Firm and client needs; organize and prioritize workload to most efficiently enable and facilitate team effort to accomplish Department, Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and attorneys.  Shares information and offers 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.  Maintains positive, professional, courteous and flexible demeanor when dealing with Firm personnel. Performs complex administrative activities which may be highly confidential and sensitive, and  require discretion and diplomacy.

Qualifications & Requirements

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.  Strong customer service skills, a proactive work ethic, the ability to anticipate needs, strong decision making and multi-tasking skills, attention to detail, and a flexible schedule are a must.

The ability to work the core business hours of 9:00 am - 5:00 pm with flexibility for overtime, as required.  Must have 3+ years of recent administrative experience.  Proficiency in MS Office with a minimum typing speed of 45+ words per minute required.

Must have high school diploma.  Associate Degree in Business preferred.

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.