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Travel, Meetings & Events Assistant

Job ID: 7801

Updated: May 1, 2024

Location: Chicago, IL, United States

Category: Administrative Management

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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 Travel, Meetings & Events team supports all departments within the Firm with a variety of meeting and event activity including the All Partners’ and Share Partners’ meetings. We are looking for an organized and detail-oriented individual to provide comprehensive administrative support to the Firmwide Director of Travel, Meetings & Events.
  • This individual will be responsible for a wide range of firm travel related administrative tasks, including support to the Firmwide Director, Travel and Meetings & Events with the planning and delivery of internal and external meetings as well as providing administrative support for the Firm’s travel programs.

ESSENTIAL FUNCTIONS

  • Provide support, especially data management, with all aspects of planning and execution of All Partners’ and Share Partners’ meetings
  • Manage internal information, Excel spreadsheets, including tracking of RSVPs and running all meeting related reports as needed
  • Coordinate meeting collateral, including signage, attendee lists, name tags, and other materials
  • Coordinate meeting communications via Firm’s website tool, CVENT
  • Assist with managing budget and final billing reconciliation
  • General office duties including:
  • Manage calendars and schedules for the Firmwide Director, including arranging meetings, appointments, and conference calls.
  • Provide assistance with the development, updates, and accuracy of marketing collateral including brochures, PowerPoint templates, travel information guides, etc.
  • Process invoice requests and expense reports, and reconcile department P Card with BMO monthly statements
  • Update monthly department organization chart
  • Assist with managing and overseeing TME department budget
  • Manage incoming email requests from shared team mailboxes as well as calendars
  • Serve as a point of contact for internal and external stakeholders, providing excellent customer service and support.
  • Assist with expense reporting, budget tracking, and invoice processing related to travel, meetings, and events.
  • Handle ad hoc administrative tasks and projects as assigned by the Firmwide Director.
  • Other duties as assigned by Global Director of Travel, Meetings & Events
  • Support TME team as needed.
  • Assist with Kirkland’s hotel program data collection, direct billing applications and volume tracking.

Qualifications & Requirements

Education, Work Experience, Skills

  • Highly organized, possess excellent proofing and communication (oral and written) skills; the ability to multitask in a fast-paced environment with strong attention to detail and a professional, collaborative, team-oriented demeanor.
  • Proven ability to organize and prioritize a diverse range of assignments and projects.
  • Bachelor’s degree is required and ideal candidate will have one to two years’ experience in law firm environment preferably in marketing or meeting/events department.
  • Ability to work independently with minimal supervision and as part of a collaborative team.
  • Professional demeanor and discretion when handling confidential information.

Technologies/Software

  • Technical experience should include MS Word, Office, PowerPoint and Excel, as well as Cvent.

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-Hybrid #LI-LW1