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Administrative Assistant

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Job ID: 7275

Updated: Aug 31, 2023

Location: New York, NY, 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 Practice Support Admin Assistant provides administrative support to the Associate Director and  Manager, and department including fielding telephone calls for attendance related matters, monitoring and coordinating attendance including updates to PeopleSoft Time & Absence system; requests for assistance regarding work related matters, and general inquiries; creating and revising spreadsheets, correspondence and presentations using the Firm’s software; process expense reports; schedule meetings and assist with special events; and other general duties and projects as assigned.  

This position requires a professional, organized self-starter with the ability to interact with staff and clients at all levels in a fast-paced, challenging legal environment.  Strong customer service skills, a proactive work ethic, the ability to anticipate needs, strong decision making and multi-tasking skills, attention to detail, and a flexible schedule are a must.


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

Technical Support

Uses Firm software (MS Office, including Excel & PowerPoint, DMS, Visio, etc.) to prepare, revise, format and finalize a wide variety of work, including department maps, assignments lists, correspondence, memoranda, spreadsheets and presentations.  In conjunction with the preparation of such work, the Admin Assistant is responsible for proofreading and questioning inconsistencies in material.  Familiarity with PeopleSoft Timekeeping and Chrome River software.  Familiarity with PeopleSoft to make regular update regarding assignment changes and updates.

Administrative Support:

Monitor and maintain practice assistant attendance and overtime through PeopleSoft Time & Absence.  Monitor, coordinate and maintain secretarial review website and materials.  Continuous monitoring of telephones. Coordinate and schedule meetings and appointments; maintain department calendars.

Serve as backup to coordinate floater secretarial assignments to meet attorney staffing needs and arrange overflow assistance for attorney/client work and special projects. Work in conjunction with the Document Service Supervisor and Coordinators to ensure all client/Firm needs are being met.

Assign practice assistants to visiting attorneys, process emails and circulate confirmation emails.  Provide Chrome River access to PAs.  Maintain up-to-date Assignment Lists and department maps and distribute new versions.  Track and update the new hire listing document as needed.  Manage shared calendars.  Maintain and update Attorney Moves document.  Maintain and upload documents as needed the Practice Assistant SharePoint site.  Oversee AccuRoute tracking, assigning, communications and meetings.  Assist in coordination of training newly hired practice assistants and in preparation of training materials.  Assist and/or initiate department document updates as necessary.  Various project work as needed.

Interact on a daily basis with Departments within the Firm to facilitate highest possible support, including Human Resources (review and attendance) Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Reprographics Department; Digital Services, etc.

File Maintenance:

Establish and maintain paper and electronic files in compliance with current firm policies utilizing the Firm’s Document Management System.

Customer/Client Service and Teamwork:

Provide assistance to other members of Support Services and Secretaries whenever necessary to meet Firm and client needs; organize and prioritize workload to most efficiently enable and facilitate team effort to accomplish Department, Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and attorneys.  Shares information and offers ideas and solutions in a team environment. 

Professional Demeanor:

Exhibit 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 Firm personnel. Performs complex administrative activities which may be highly confidential and sensitive, and  require discretion and diplomacy.

Qualifications & Requirements


The ability to work the core business hours of 9:00 am - 5:00 pm with flexibility for overtime, as required.  Must have 3+ years of recent administrative experience.  Proficiency in MS Office with a minimum typing speed of 45+ words per minute required.




Must have high school diploma.  Associate Degree preferred.





Technical Job Knowledge:

Maintains and applies the appropriate level of technical job knowledge, skills and capabilities necessary to fulfill job requirements and support the Firm.

Teamwork and Collaboration:

Works cooperatively and collaboratively with others to achieve shared goals and objectives.


Conducts oneself in a highly professional and credible manner; exhibits confidence, integrity and composure in all work engagements and interactions.


Effectively communicates with others by obtaining and sharing information in a clear, concise and timely manner.

Work Prioritization and Organization:

Prioritizes and organizes work activities as needed to efficiently complete tasks and accomplish desired results.

Accountability and Ownership:

Takes a disciplined and conscientious approach to completing work; pays close attention to details and delivers high quality results.

Service Orientation:

Demonstrates a strong desire to serve one’s internal and external clients by anticipating and responding to their needs.

Critical Thinking and Judgment:

Applies critical thinking and sound judgment to solve problems and select the best course of action in each situation.

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:

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 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