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Operations Assistant

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Job ID: 6668

Updated: Jun 30, 2022

Location: Austin, TX, United States

Category: Facilities/Office Services


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 overall responsibility of the Operations Assistant is to effectively and efficiently support the delivery of superior customer service to all clients and personnel in the Firm’s Austin office. The Operations Assistant will provide office operations support and occasional  Guest Services/Reception support as needed. Operations responsibilities will be to assist with office moves, daily facility and maintenance requests, event set up, and office supply maintenance. Occasional Guest Services responsibilities will include answering and directing incoming calls to the appropriate parties, greeting clients and visitors, and arranging and assigning conference rooms and visiting office space. The Operations Assistant will provide general office support by performing a variety of administrative duties and tasks as well as assisting with special projects, as needed.

The ideal candidate must be able to work collaboratively with other administrative personnel and must be flexible and able to multi-task and prioritize a variety of responsibilities. The Operations Assistant will be an intermittent point of contact with visitors and guests and, therefore, must possess a professional image and phone presence.


  • Assist in the facilitation of office moves
  • Prepare office space for new arrivals
  • Work in collaboration with Sr. Director of Administration and Operations team in a combined effort to schedule, assist, report and follow up on building related maintenance requests
  • Collaborate with IT and Catering in coordinating internal and external events, including coordination of supplies, signage, room set-up and any other requests
  • Maintain department supplies and storage rooms including keeping an inventory, and ordering supplies
  • Maintain pantry room supplies and restock food and beverage
  • Provide office space reports and office supply inventory reports to SDOA
  • Manage and update all documents and files related to repairs, utilities, permits, maintenance and other facilities related items.
  • Process invoices related to facilities, and mailroom activities, create requisition forms, process purchase orders, monitor order status, including prepare, execute and track vendor service contracts
  • Maintain floor plans, office utilization and make recommendations on internal office moves and space planning design
  • Assist the Guest Services team with back-up support, including but not limited to:
  • Answer incoming calls and transfer within the Firm and to outside numbers as required.
  • Greet guests and walk them to the appropriate conference room, attorney’s office, or visitor office.
  • Monitor meeting start times to ensure rooms are vacated on schedule.
  • Check visitor offices prior to guest’s arrival and after departure, to ensure correct set up.
  • Order cars for attorneys and clients, as needed.
  • Add guest names to building security website to allow entry to the building to outside guests.  Arrange for temporary internal IDs for visiting attorneys.
  • Be the a point of contact for all calls - act as the information ’hub’ of the office, knowing where to transfer people and what departments can help service each request.
  • Know what is going on in each conference room at all times and help direct callers and visitors to each.
  • Assign offices to visiting attorneys and clients paying attention and noting all details including technology, secretarial assistance, and supply needs, as well as any and all other important information.
  • Reserve meeting space by using EMS conference booking software, noting all details including technology, A/V, catering, supplies and other support needs.
  • Arrange for all catering needs by acting as a liaison between foodservice and the person making the reservation to ensure proper food order, delivery time, and charges.  Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each.  


  • Perform any other tasks assigned by management

Qualifications & Requirements

The qualified candidate will have 2+ years of experience in an Operations or customer service related role preferably in a law firm or professional services environment.  Excellent written and verbal communication skills; a customer service orientation; a proactive work ethic; attention to detail and the ability to work well under pressure in a constantly changing environment are required.  The qualified candidate must have regular and predictable attendance and the ability to work overtime before and at the end of the work day.  Strong organizational skills are essential, including the ability to analyze, assess and prioritize work assignments with minimal supervision.

Ability to type 40+ wpm and to handle multiple incoming telephone lines is required.  All qualified candidates will have a strong working knowledge of the internet, document management systems, and the MS Office Suite.  A Bachelor’s degree is preferred or the equivalent combination of education and work experience is required.


This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

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.