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Administrative Assistant

Job ID: 7713

Updated: Apr 1, 2024

Location: Los Angeles, CA, United States

Category: Administrative Support

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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 Administrative Assistant will provide administrative support to various Managers and Directors in the Los Angeles office.  Tasks include scheduling and coordination of support for standing meetings such as Los Angeles Operations Committee, Los Angeles Administrative Management team and others; daily management of the office calendar, coordination of travel arrangements, processing and tracking travel and expense reports, monitoring vendor activities and payments, acting as back up for Guest Services Representatives, filing, copying, processing correspondence, and other projects as assigned.  This position will, on occasion, require coordination and teaming with parallel positions on a project-by-project basis.

The Administrative Assistant must possess a high level of personal discretion and interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy, as well as the ability to communicate with individuals at all levels of the organization.  This detailed professional must also possess the ability to anticipate the needs of their assigned leads and respond accordingly while working in an environment with competing priorities and deadlines. 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Handling confidential matters
  • Planning and scheduling meetings including room reservations, invitations and accommodations, minute preparation and distribution, agenda development, and conference calls.
  • Coordinating and confirming travel arrangements
  • Processing and tracking expense reports (Chrome River)
  • Maintaining Outlook calendar including scheduling appointments and communicating any changes to entries
  • Preparing check requests
  • Handling standard clerical duties including but not limited to: answering incoming calls, copying, opening and routing mail, electronic and standard file management

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Interact daily with Departments within the Firm to facilitate highest possible support:
  • Human Resources (review and attendance)
  • Legal Recruiting and Development
  • Accounting (check requests)
  • General Services (mail, FedEx, UPS, messengers)
  • Conference Center/Catering (scheduling/arranging meetings and requested accommodations)
  • Digital Services (overflow requests)
  • Other duties and projects as assigned

Qualifications & Requirements

Education, Work Experience, Skills

  • Education:  Bachelor’s degree is preferred, but not required
  • Experience: At least five years of prior office experience is required; prior law firm experience desirable
  • Knowledge, Skills and Abilities:
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Possess high level of interpersonal skills to handle sensitive and confidential situations. 
  • Must be able to interact and communicate with individuals at all levels of the organization.
  • Proficiency with MS Office and typing speed of 55+ wpm.
  • Flexibility for overtime.

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 Los Angeles, visit the following link for pay range information: http://staffjobsus.kirkland.com/pages/LAJOBID7713

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.