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Practice Support Manager

Job ID: 4633

Updated: Jun 20, 2018

Location: Los Angeles, CA, 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 list is not exhaustive and may be supplemented and changed as necessary.

  1. Supervise Paralegals and Secretaries
  1. Coordinate paralegal case assignments
  2. Coordinate secretarial assignments
    1. Ensures that staffing levels are adequate to meet the business needs of the office and that staffing ratios do not exceed targeted levels. Assigns secretaries and back-up secretaries to attorneys, discussing proposed arrangements with the secretaries and attorneys in advance and monitoring the assignments to ensure they are working effectively. Arranges for temporary staff as authorized.
    2. Educate new associates/laterals on secretarial expectations and usage.
    3. Conduct 30, 60, 90 day follow-up on new assignments.
  3. Manage career and professional development
    1. Provide one-on-one coaching
    2. Manage mentoring process
    3. Participate in regular informational and training meetings
    4. Conduct regular departmental meetings
  4. Manage and approve timekeeping, attendance, OT, and expenses
  5. Conduct six month reviews and participate in annual review feedback sessions
  6. Make proposals to Paralegal Committee for promotions
  7. Work with Regional Human Resources Director to address immediate resource, service and information needs of Paralegals and secretaries by interceding with other administrative departments on their behalf; obtain resources and services needed for client work (e.g. Technology, Office Services, Human Resources).
  1. Hiring/Orientation of Paralegals and Secretaries
  1. Review resumes for potential candidates
  2. Interview candidates and participate in hiring decision process
  3. Conduct 30, 60, 90 day check-ins for new hires
  4. Manage orientation and training for all new paralegals and secretaries
  1. Supervise Contract Attorney Process (“Contract Workers”)
  1. Work with Attorneys and/or Paralegals to define and justify contract staffing needs
  2. Manage relationships and contracts with Temporary Services Agencies
  3. Manage selection and placement of Contract Workers
  4. Manage Background Check, Conflicts Analysis and Confidentiality Agreement processes, if necessary
  5. Manage allocation of work space, computer equipment, access rights, etc. or arrange off-site facilities.
  6. Confirm Contract Workers fulfill their responsibilities:
    1. Training and approval of time
    2. Training on special applications (e.g. Relativity)
    3. Supervision and adherence to policies and procedures (e.g. attendance, confidentiality, office decorum)
  7. Oversee processing of invoices as requested
  8. Handle changes in status, including termination
  9. Manage usage and performance data on Contract Workers
  10. Manage and analyze Cost/Revenue data for all Contract Workers
  11. Report to Firm departments as required by Contract Worker protocols
  1. Supervision of all Program Reporting Duties

Prepare regular reports relating to team hours worked, attendance, billable hours, time entry, and other metrics as follows:

  1. Data management, run PeopleSoft reports regarding staffing, head count, hired dates, terminations, team and practice group breakdown and coordinate with Firmwide HR regarding the same
  2. Monthly Billable Team Hours reports
  3. Monthly Paralegal Program Projection reports
  4. Monitor weekly Carpe Diem compliance
  1. Annual Performance Review Responsibilities

The Following duties associated with the performance review aspect of the Paralegal and Secretarial Programs under the direction of the Regional Human Resources Director:

  1. Maintain annual review calendar and checklist
  2. Monitor review website
  3. Gather and organize annual review data
  4. Coordinate Review Committee’s annual meetings; providing insight and additional feedback.
  1. Assist the Paralegal Program Associate Directors in development of and compliance with Best Practices procedures for all practice areasTT

Qualifications & Requirements

The Practice Support Manager is responsible for managing the paralegals, secretaries and technical document services for the Los Angeles and Century City offices, and for ensuring that the Paralegal and Secretarial Departments provide quality support to the attorneys and clients. This position exercises a moderate to high degree of discretion and independent judgment.

The qualified candidate will have excellent oral and written communication skills with the ability to interact professionally with attorneys, staff and clients.  Must be a self-starter, demonstrate the ability to make independent, well thought out decisions, and be able to work under pressure and meet deadlines in a fast paced environment.  Strong organization and planning skills, including the ability to manage multiple projects concurrently, a team-oriented proactive approach, and strong attention to detail are necessary. 

The main responsibilities of the Paralegal/Secretarial Manager are to supervise the Paralegal and Secretarial Programs including managing Paralegal case staffing, Attorney/secretarial assignments, participating in the interview and hiring decision process, managing orientation and training, managing the review process, providing coaching and development, and making recommendations for Paralegal promotions.

The Manager also manages the contract attorney process.  Responsibilities include managing relationships with temporary agencies, and overseeing logistics and placement of contract workers, while coordinating follow-up with the Human Resources, Facilities, IT, Conflicts and Security departments as necessary.

Education, Work Experience, Skills

7+ years of a mix of secretarial/paralegal experience and experience supervising or managing paralegals and secretaries is required. Paralegal and legal secretarial hands on experience is preferred, but not required. Strong professional presence, communication, organization, and attention to detail required. Knowledge of PeopleSoft is a plus.  A Bachelor’s Degree or equivalent work experience is required.  The qualified candidate must have:

  • Strong leadership and management skills;
  • Excellent communication and interpersonal skills;
  • Strong supervisory and teambuilding skills;
  • Planning and organization skills, including the ability to manage a number of projects concurrently and to meet deadlines;
  • A proactive approach and the ability to work “hands-on” as required;
  • Strong decision-making and problem-solving expertise;
  • Computer proficiency in using Microsoft Office software, including Word, Outlook and Excel.

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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