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Practice Assistant Supervisor

Job ID: 7814

Updated: May 10, 2024

Location: Los Angeles, CA, 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 Assistant Supervisor will work collaboratively with local Senior Director of Administration (SDOA) and the Global Practice Lead (GPL) of Practice Services to oversee the daily functions of the Practice Assistant’s ensuring the firms attorneys receive quality an timely support.

The Practice Assistant Supervisor is responsible for overseeing the distribution of overflow work and special projects, staffing of overtime requests and out-of-town trial teams. Walk floors to develop and maintain relationships with the practice assistants and identify morale and performance concerns and serve as a resource for staff regarding K&E policies and procedures. The Practice Assistant Supervisor will oversee integration efforts of newly hired practice assistant personnel and suggest training initiatives to enhance and meet core competency objectives. In addition, the Practice Assistant Supervisor will maintain and update organizational documents and reports and assist with monitoring and approving work schedules and attendance.

ESSENTIAL JOB FUNCTIONS:

  • Provide supervision, counseling, guidance, encouragement and coaching to the practice assistants, foster a team environment that promotes excellence, productivity, teamwork, and high morale
  • Coordinate assignments of practice assistants, as necessitated by attorney arrivals and/or departures, group reassignments, balancing of workloads, discussing proposed arrangements with attorneys, SDOA and GPL lead in advance and monitoring the assignments to ensure they are working effectively
  • Recommending and manage secretarial groupings; and identifying and addressing performance issues, including conducting disciplinary actions
  • Oversee orientation of newly hired practice assistant personnel and suggest training initiatives to enhance and meet core competency objectives.
  • Coordinate annual work-performance reviews for all practice assistants, and make appropriate recommendations regarding bonuses and annual salary adjustments
  • Proactively ensures that the services provided by the department are meeting the needs of the firm’s attorneys and clients. Prepares and achieves annual goals to enhance the quality of support provided by the department
  • Handle daily email for coverage assignments for Practice Assistant absences, including leave of absences, monitor and approve work schedules, including personal, vacations, overtime, and make-up time, through PeopleSoft; monitor timely arrivals, departures and appropriate lunch breaks
  • Assists in recruiting, hiring, orientation, training, counseling, and performance monitoring.  Coordinates coaching, disciplinary and termination issues. Monitors attendance and overall work performance. Implements the policies of the Firm in a fair and consistent manner
  • Maintain complete records regarding all practice assistant matters, such as hires, promotions, transfers, performance reviews, coaching, disciplinary actions and terminations
  • Handle specific and/or unique projects as assigned by the Associate Director of HR, Senior Director of Administration and Global Practice Lead of Practice Services
  • Stays current on relevant management and market trends through participation in outside associations appropriate to the types of positions being managed, reading management periodicals, and attending continuing education programs
  • Other related duties as assigned

Qualifications & Requirements

Education, Work Experience, Skills

  • Bachelor’s degree, required
  • 3+ years of supervisory experience in a professional services environment, law firm preferred
  • Proven record of supervising or managing administrative staff or other legal support personnel within a medium to large law firm
  • Providing prompt, professional and courteous services for all administrative requests
  • Excellent communication and organizational skills, be detail-oriented, flexible, ability to adapt to change, customer service orientated and adept at problem solving
  • High degree of comfort interacting with attorneys and business professionals at all levels. the ability to remain calm and unflappable in high-pressure situations
  • Maintain confidentiality, act in a fair and equitable manner and be able to interact effectively with individuals on all levels of the firm’s business
  • This position exercises a moderate to high degree of discretion and independent judgment
  • Proficiency in the use office software, including Microsoft Office and PeopleSoft

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/LAJOBID7814

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.