Office Manager

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

Under the general supervision of the Bay Area + Salt Lake City Senior Director of Administration (SDA), the Office Manager will have overall responsibility for all operations functions and operations staff as well as dotted line oversight of all staff personnel in the Salt Lake City Office. The Office Manager will facilitate and manage the operations of the office to function smoothly and economically and is expected to creatively identify the needs of office in alignment with the firm’s objectives. The Office Manager is expected to work 100% in office, unless otherwise approved in advance by the SDA.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

• Establishing and monitoring all aspects of the Salt Lake City office’s operations such as office budget, catering, space planning, reception, office services, mail and messenger services, office maintenance, repairs and maintenance, security and supplies, except as limited by the SDA. The Office Manager will provide on the ground support to functional leaders for paralegal program, secretarial services, legal recruiting and development, business development, HR, finance and technology when requested.  The Office Manager will need to collaborate with all functional leaders to achieve both local and firmwide objectives.
• This is a working supervisor role. The Office Manager will supervise, as well as assist with, different operations functional areas and is expected to understand each role to include all responsibilities.

Support Services

• Secretarial - Provide on the ground support and collaborate with Bay Area Sr. Practice Assistant Manager for secretarial services as requested.
• Paralegal - Provide on the ground support and collaborate with Paralegal Manager for paralegal program as requested.

Human Resources

• Provide on the ground support and collaborate with Bay Area + Salt Lake City Associate Director of HR and the Salt Lake City HR Supervisor as requested and escalate issues for HR guidance when necessary
• Under the guidance and approval of the SDA, the Office Manager will project and anticipate operations personnel needs.  The Office Manager will work directly with the Firm’s Talen Acquisition Team to recruit, screen, test and hire such personnel with prior approval.
• Conduct performance reviews for direct reports.
• Create and implement development plans as well as provide mentorship to direct reports.
• Ensuring that the workload of direct reports is equitably assigned, reassigning work when necessary, and determining work priorities. 
• Approving time off, keeping a record of leave for all direct reports, and arranging appropriate coverage.

Operations

• Operations - Will supervise all Operations functions.
• Facilities - Will work closely with Bay Area SDA to oversee the department, negotiate with vendors, and work directly with building management on any maintenance, or security related issues; will oversee the management of the security system for the Salt Lake City office.
• Space Management - Manage the process for attorney office assignments, office moves, and visitor spaces; work closely with secretarial services on logistical issues; work with local and firm-wide teams on the implementation of space management software and be the main point of contact for the Salt Lake City office with the vendor. Ensure appropriate space allocation. Arrange the setup of offices for attorneys and other staff. Ensure the general upkeep of shared office facilities such as halls, vents, reception areas, employees’ break room and conference rooms, including the cleaning of carpet stains and wall marks.
• Digital Services - Will be responsible for the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
• Mailroom - Will be responsible for the maintenance, upgrade and configuration of all mailroom related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met. Managing the messenger and delivery services of the firm to assure that deliveries are completed in a timely manner.
• Purchasing - Oversee upkeep and accuracy of purchasing database, supply procurement and pricing, and will be responsible for all vendor coordination; will negotiate and adhere to vendor agreements in coordination with the Purchasing & Strategic Sourcing Department; ensure all service level expectations are met; adhere to and enforce the Firm’s purchase policies.

Guest Services

• Conference Services - Will supervise the Receptionist/Operations function, assist in the resolution of any conference center related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments.  Serve as backup when necessary if short staffed. Ensure alignment to FW objectives.
• Food Service – Oversee outsourced catering service to include reviewing staffing levels, weekly menus, develop catering menus with local chef for functions and connect weekly to ensure service levels are met for the office.  Manage and oversee all office catering requirements to ensure service delivery is matches firm standards; analyze monthly invoices and review all client and office related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary. Overseeing all catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints; reviewing menus for quality control and diversity of choices. Ensure alignment to FW objectives.

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

• Lead periodic meetings with key personnel such as partners, directors, managers, reception, catering and office services. 
• Hold weekly one on one meetings with direct reports as well as hold weekly operations group meetings.
• Participate in all FW functional meetings for Guest Services, Facilities, and Digital and Delivery Services.
• Assist in the preparation of annual Salt Lake City Office budget under the direction of the SDA.
• Assist and collaborate with other departments as needed to complete special projects that involve the operations of the firm.
• Other related duties and projects as required and assigned by the SDA. 

Qualifications & Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education:  Bachelor’s degree is required.

Experience: 8-10+ years of Office Manager experience, in a legal or professional services environment is preferred.

Knowledge, Skills and Abilities:

• Outstanding customer service skills, professional demeanor, discretion and flexibility. Strong collaborator and communicator.
• Proven experience in managing a team.
• Proven experience in developing staff.
• Ability to work effectively and proactively within a team environment.
• Strong time management skills; ability to work under pressure in a fast-paced environment, to coordinate multiple tasks concurrently, and to meet deadlines.
• Strong organizational skills, interpersonal skills, and attention to detail.
• Strong computer proficiency in the use of the MS Office Suite of software (Word, Outlook, PowerPoint and Excel), document management, time entry and other law office software used by the firm.
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Flexible and available to work additional hours as required.

Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books and files weighing up to 25 pounds. The employee is occasionally required to stand, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

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. #LI-On-Site #LI-AD1