Job ID: 7126
Updated: May 17, 2023
Location: Chicago, IL, United States
Category: Legal Secretary/Practice Asst
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
The Chicago office is seeking a service-oriented Practice Assistant to support the firm’s after hours needs. Responsibilities include converting and formatting documents, creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Office 2016, Adobe Acrobat DC and DMS); document comparison, transcription and proofreading. Entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned. This position also manages the Service Intake Desk which may include overseeing the firm’s main telephone switchboard, handling incoming and outgoing deliveries and assisting with transportation vouchers.
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: (This list is not exhaustive and may be supplemented and changed as necessary.)
Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.
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 legal secretary 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.
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; managers firm main switchboard; responsible for Service Desk intake; 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.
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 legal secretaries 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.
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 legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.
Qualifications & Requirements
The ability to work the core business hours of 2:00 pm - 10:00 pm with flexibility for overtime, as required. Must have 2+ years of legal administrative and/or legal secretarial experience. Advanced proficiency in MS Word and formatting documents, Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred.
“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.
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