Guest Services 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 Chicago office is seeking an Administrative Assistant who will provide support for the Guest Services Senior Hospitality Manager and members of the Guest Services Hospitality team. This position requires well-developed organizational and communication skills. This position will handle a wide range of administrative tasks and interact with personnel at all levels in a fast paced environment. With great attention to detail, the Administrative Assistant will need to be flexible, proactive, efficient and able to work well in a team environment. It is expected the individual will take on additional responsibilities and more complex project work over time.   

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

• Oversee the Senior Managers calendar, plan and schedule meetings, coordinate any necessary logistics (e.g. catering, facilities, a/v, audio calls, video conferences), and compile materials for meetings and projects.
• Compose, type and proofread correspondence, memos, calendar entries, and emails as requested.
• Prepare expense reports, check requests, and track annual expenditures.
• Create Purchase Orders and submit department requests for goods and services, receive, and track department purchases against operating budget.
• Coordinate travel arrangements for department and reservations in accordance with the Firm’s Travel Policy.
• General administrative duties including typing correspondence, answering incoming calls, copying, scanning, creating labels, etc.
• Organize, scan, and maintain Senior Manager’s files and critical department files, vendor contact information.
• Receive, prioritize, and follow up on incoming work requests and issues addressed to the Senior Hospitality Manager and Facilities & Guest Services team, including those of sensitive or confidential nature; help determine appropriate course of action, referral, or response.
• Maintain Master list of all Hospitality & Guest Services contracts/agreements, terms, and expiration dates, calendar all pertinent dates.
• Maintain Master list of all Vendors and COI’s.

• Provide project management support for various Facilities & Guest Services projects and initiatives.
• Assist with on-going special projects; work associated with special projects will vary and will be assigned as the individual demonstrates skills to handle additional responsibilities.
• Other duties and projects as assigned by the Senior Hospitality Manager.

Other Functions: (This list is not exhaustive and may be supplemented and changed as necessary. Delete if not applicable.)

• Any other functions/duties as assigned by Management.

Qualifications & Requirements

Education, Work Experience, Skills:

The ideal candidate will have demonstrated work experience supporting director and manager level personnel in a fast-paced professional services organizations. The Administrative Assistant should be able to anticipate needs, exercise sound judgement, tact, diplomacy, integrity, and professionalism in all interactions.

The individual must possess the aptitude to work independently to achieve results with a high degree of accuracy and attention to detail. The ability to establish a rapport quickly with others and maintain a professional demeanor while under pressure is critical.

A minimum of three years of work experience in a law or professional services firm preferred. Qualifications include a Bachelor of Arts/Science or equivalent experience is expected. This individual must have excellent written and communication skills being able to draft communications for a wide variety of audiences. Work requires excellent proofreading skills, organizational skills, follow-through skills, and problem-solving skills. The candidate must have a high energy level, can-do attitude, and high standards for personal performance. Individual must have the ability to maintain the highest level of confidentiality at all times.  Ideal candidate will be able to multi-task and meet concrete deadlines.

Technologies/Software:

MS Office including advanced Excel skills are required. Working knowledge of PowerPoint, Visio, and Access is preferred. Will train on EMS, i-Visitor.

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

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