Executive Assistant

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 New York office is seeking an Executive Assistant to provide administrative and personal support to a Firm Committee Partner.  The ideal candidate will be a highly resourceful team-player who can work in a progressive, fast-paced environment with competing demands while remaining flexible, proactive, efficient, have the ability to communicate effectively, build relationships and anticipate needs.  Critical thinking is crucial along with the ability to exercise independent judgment.  Be able to offer solutions to problems with a high level of confidentiality and professionalism.  The EA will proactively support the Firm Committee Partner by anticipating, responding to and facilitating the completion of administrative requests related to managing the practice of a global law firm and its clients with a high level of confidentiality, diplomacy and discretion. The EA will Initiate and complete a wide range of administrative tasks including managing a dynamic appointment calendar, maintaining executive files, arranging detailed travel plans, itineraries, and active agendas, as well as preparing/compiling documents for business meetings; collaborate to strengthen/enhance internal/ external client relationships through exceptional influencing skills, availability, responsiveness, problem-solving, accuracy and professionalism; be responsible for managing the life cycle of correspondence, documents, spreadsheets, presentations & other materials with a high level of confidentiality and attention to detail; exercise sound independent judgment with strong administrative/organizational skills while balancing multiple priorities and delivering timely, accurate results;

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

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.

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 Executive 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 and Zoom); 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 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.

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 legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.

Qualifications & Requirements

High School Diploma required.

Associates Degree preferred.

Must have 3+ years of secretarial or relevant work experience.

The ability to work the core business hours of 9:30 am – 5:30 pm, with flexibility for overtime. 

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

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/JOBID7241

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-NM1 #LI-Hybrid