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Practice Assistant

Job ID: 6698

Updated: Oct 27, 2022

Location: Miami, FL, United States

Category: Legal Secretary/Practice Asst

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.

As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,000+ lawyers) operating from 18 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

POSITION OVERVIEW

We are seeking a service-oriented Practice Assistant to support an assigned group of Miami office attorneys.

Responsibilities include creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Office 2016, Adobe Acrobat DC and DMS); document comparison, revisions and proofreading.  Answering phones, entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned.

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

ESSENTIAL FUNCTIONS

Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.

Document Preparation:

Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe Acrobat DC, 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 practice assistant 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:

Processes conflict checks and New Client/New Matter forms (KENI); enters attorney time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; calendar management (Outlook Calendars).  Conducts internet research as directed by attorneys.

Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.

File Maintenance:

Establishes and maintains 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:

Provides assistance to other practice assistants within assigned teams 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 practice assistant activities which may be highly confidential and sensitive, and requires discretion and diplomacy.

Qualifications & Requirements

Education, Work Experience, Skills

  • The ability to work the core business hours of 9:00 am - 5:00 pm with flexibility for overtime, as required. 
  • Minimum 3 years of administrative work experience. 
  • Candidates must have a Florida Notary Public certification or be willing to complete the Florida Notary Public application process

Core Technologies: Advanced proficiency in MS Word and formatting documents, Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred.

Work Environment: 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 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.