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Office Services Assistant

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Job ID: 4511

Updated: Apr 2, 2018

Location: Palo Alto, CA, United States

Category: Facilities/Office Services

About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

Under direct supervision, supports the delivery of quality service to clients and firm personnel by maintaining the conference rooms, break-out rooms, kitchen, employee break rooms and visitor areas; sets up conference rooms for meetings and events;  works collaboratively and cooperatively with others in a team-oriented environment. 

1. Maintains Conference Rooms, Pantry, Breakrooms, and Visitor Offices:

a. Ensures that the conference rooms, kitchen, pantry, lunchroom, restrooms, showers and visitor offices are neat, clean and appropriately stocked.

b. Sets up conference rooms for meetings and events in a timely manner, ensuring that required beverages, food, seating and audio visual equipment are set up prior to the scheduled start of the meetings and in accordance with the requirements stated on the conference/catering reservation.

c. Resets conference rooms promptly after meetings by coordinating replenishment of supplies and clearing catering.

d. Coordinates with Reception, Office Services and/or IT staff as needed regarding conference room set-up requirements.

2. Coordinates Daily Beverage and Catering Requirements:

a. Monitors inventory of beverage and breakfast staples as well as kitchen and catering supplies and places orders for replenishment as required, and assists with setup.

b. Monitors daily catering requests and ensures that orders are delivered to the appropriate conference rooms in a timely manner.

c. Assists the catering staff with placing catering orders with outside vendors, monitoring costs, and reviewing invoices.

d. Assists with all other catering responsibilities as needed.

3. Works Cooperatively and Collaboratively with Others:

a. Provides pro-active and responsive customer service in compliance with the General Services Department Service Standards and Operating Procedures.

b. Works cooperatively with the Reception, Office Services/Facilities, Catering, and IT Departments and other firm personnel.

4. Other Related Duties:

a. Provides back-up to other Office Services staff as needed.

b. Performs other related duties as assigned.

c. Assists with local special projects as necessary (i.e., imaging records, file location audits, furniture inventory, etc.)

Qualifications & Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Regular and predictable attendance is an essential function of the job. There may be occasional requirements to adjust work hours by coming in early, staying late, or delaying lunch breaks in order to provide coverage. Occasional overtime will be required.

Education:  A High School Diploma or equivalent work experience is required.

Experience: Prior office experience required.

Knowledge, Skills and Abilities:

  • Strong customer service skills
  • Effective communication skills and the ability to follow instructions
  • Strong organizational skills, interpersonal skills, and attention to detail
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and polite
  • Proficiency in using a computer for data entry and e-mail
  • Ability to coordinate multiple assignments concurrently

Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to sit, stand and walk, as well as to lift and carry objects such as boxes and catering set-ups weighing up to 20 pounds. The employee is occasionally required to stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

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 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.