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Practice Support Administrative Assistant

Job ID: 7691

Updated: Mar 21, 2024

Location: Washington, DC, United States

Category: Legal Secretary/Practice Asst

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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 alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; 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 20 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

The Practice Support Administrative Assistant reports directly to the Associate Director of Practice Support.  In addition, works with other members of Practice Support team to most effectively and efficiently meet Firm/client needs.

SUMMARY OF JOB DESCRIPTION:

The Practice Support Administrative Assistant provides administrative support to the Associate Director and Practice Support department including field telephone calls for attendance related matters, requests for assistance, and general inquiries; create and revise spreadsheets and reports, 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. 

The position requires excellent communication and organization skills; the ability to adapt to change; the ability to provide excellent customer service in a professional, respectful and positive manner; the abilities to maintain strict confidentiality; to act in a fair and equitable manner; and to interact effectively with individuals on all levels of the firm’s business.  The position also requires strong attention to detail; the ability to work efficiently; the judgment to prioritize assignments, as needed; and the ability to take initiative, and to work both independently and as part of a team.

ESSENTIAL JOB FUNCTIONS:

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, etc.) to prepare, revise, format and finalize a wide variety of work, including correspondence, memoranda, spreadsheets and presentations.  In conjunction with the preparation of such work, the Practice Support Assistant is responsible for proofreading and questioning inconsistencies in material.  Familiarity with PeopleSoft and Carpe Diem.

Administrative Support:

Monitor and maintain practice assistant attendance and overtime through PeopleSoft.  Monitor, coordinate and maintain practice support review website and materials.  Process expense reports (Chrome River); continuous monitoring of telephones; schedule conference calls (Inter-Call) and Zoom meetings; maintain department DMS folders, OneNote, and calendars.  Generate regular reports re various administrative datapoints.

Coordinate backup team assignments, as necessary, to meet attorney staffing needs, and arrange overflow assistance for attorney/client work and special projects. Work with, and monitor, GPS, PSA and Document Services to ensure all client/Firm needs are being met.

Interact on a daily basis with Departments within the Firm to facilitate highest possible support, including Human Resources (review and attendance) Accounting (check requests, expenses); 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 Practice Support members and Practice Assistants 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.  Foster professional, cooperative and supportive relationships with peers, superiors and attorneys.  Share information and offer 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.  Maintain positive, professional, courteous and flexible demeanor when dealing with Firm personnel. Perform complex administrative activities which may be highly confidential, sensitive, and  require discretion and diplomacy.

Qualifications & Requirements

Education, Work Experience, Skills

  • Core business hours of the position are 9:00 am - 5:30 pm with flexibility for overtime are required.
  • Must have 3+ years of recent administrative experience.
  • A college degree is required, but equivalent work experience will be considered. Specify whether each qualification is required or preferred.

Technologies/Software

  • Strong proficiency in MS Office required and Advanced Excel skills a plus.

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-JG1 #LI-Hybrid