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Document Services Supervisor

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Job ID: 7036

Updated: Mar 1, 2023

Location: Chicago, IL, 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 3,500+ lawyers) operating from 19 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

Document Services is responsible for providing exceptional 24/7 technical document support to all attorneys, paralegals and administrative personnel.  The Document Services Supervisor will oversee that ensures the best coverage and quality of service through workflow delegation, shift monitoring, best practices training to Document Services operators.

The supervisor will oversee the business operations of the Document Services department during their shift.  This includes training and development, monitoring work product quality and identifying performance issues.  The supervisor will also work with the leadership team to develop and supervise consistent application of departmental policies and procedures.

In addition to demonstrating considerable experience in the areas of responsibility listed above, the successful candidate will demonstrate expertise in providing prompt, professional and courteous service on all customer requests, problems, and queries.  The candidate must have excellent oral and written communication skills, must show strong interpersonal and customer service skills, and have the ability to be process-oriented yet flexible.  The candidate must be able to interact with individuals in all levels of the Firm’s business.

Essential Functions: (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Develop customized upskilling curriculums for operators to address areas of need or to provide a path to reach an advanced level above and beyond principal expectations.  Extensive experience with successfully implementing such an upskilling program is strongly desired.  E-learning/online course development experience a plus.
  • Responsible for managing the initial intake and distribution of work assignments within the department.  Assess each request submitted and delegate to staff member possessing the appropriate skills to complete the task, log documents in and out and track document progress, completion and delivery.
  • Field troubleshooting calls and assist with technical software troubleshooting and just in time training. 
  • Monitor staff productivity, work product and technical abilities; keep management briefed regarding staff training needs and identify areas where coaching or counseling may be needed.
  • Assist with onboarding training for new staff members.
  • Technical proficiency in the following areas:
  • Convert documents from various formats to Word, Excel, PowerPoint, or Visio and format according to the firm’s standard format
  • Expert Excel skills including advanced formulas and the ability to combine formulas, conditional formatting, pivot tables, data tables, advanced charting and macros
  • Create/modify PowerPoint presentations utilizing the firm’s templates
  • Create and modify organizational charts
  • Generate and modify Tables of Authorities
  • DocX and Litera Tools
  • Convert and reformat large SEC documents, including financials
  • Execute defined terms checks and automate cross-referencing in legal documents
  • Modify, compile, and redact PDFs
  • Effective business writing, articulation of information and answers in team and customer meetings and delivery of prepared presentations.
  • Ability to create and deliver performance reviews, improvement plans and career plans with manager supervision.
  • Excellent interpersonal skills, brings conflicts & disagreements into the open and attempts to resolve them collaboratively.
  • Any other functions/duties as assigned by management.

Qualifications & Requirements

Education, Work Experience, Skills:

  • The qualified candidate will have 3-5 years of supervisory experience in a legal or financial services organization.
  • A college degree or business certification is preferred; equivalent work experience will be considered. 

Technologies/Software:

  • Expert knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Visio
  • Acrobat and OmniPage or Nuance Power PDF
  • PDF Decryption software
  • E-learning/online course development experience a plus.

Current K&E Technologies (in addition to above): 

  • Internet browsers (Edge, Firefox, Chrome)
  • Microsoft Office 365
  • iManage DeskSite
  • Carpe Diem
  • Snag-It
  • Bomgar

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

For applicants who are based in New York City, visit the following link for pay range information: http://staffjobsus.kirkland.com/pages/JOBID7036

For applicants who are based in Los Angeles, visit the following link for pay range information: http://staffjobsus.kirkland.com/pages/LAJOBID7036

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. #LI-Hybrid #LI-NM1