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Executive Assistant

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Job ID: 4558

Updated: May 7, 2018

Location: San Francisco, CA, United States

Category: Administrative Support


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

The San Francisco office is seeking an Executive Assistant (EA) who will provide administrative support for the Senior Director of Administration. This is a highly visible position requiring well-developed organizational and communication skills. Acting on their own initiative and direction, the EA will handle a wide range of administrative and executive support related tasks and interact with personnel at all levels in a fast paced environment, sometimes under pressure. With great attention to detail, the EA will need to be flexible, proactive, and efficient, while exhibiting a high level of professionalism and discretion in this role.

ESSENTIAL JOB FUNCTIONS

  • Manage the Senior Director’s calendar and collaborating effectively with others to coordinate scheduling needs; plan and schedule meetings along with any necessary logistics while effectively communicating changes. Manage and review office related calendars
  • Research, prioritize, and follow up on incoming requests and issues addressed to the Senior Director, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response
  • Coordinate domestic and international travel arrangements and reservations in accordance with the Firm’s Travel Policy
  • Prepare expense reports and check requests, and tracking the annual expenditures of both
  • Research and compile budget and expense statistics as well as biller hours for review, analysis and charting
  • Support the Senior Director with the Paralegal program including meeting arrangements, hours tracking, data compilation and reporting
  • Compose, type and proofread correspondence, memos, and emails as requested
  • Coordinate and compile meeting materials for various Committee Meetings
  • Handle and organize document management system for Senior Director and maintain accurate records. 
  • Assist with on-going special projects; work associated with special projects will vary and will be assigned as the individual demonstrates skills to handle additional responsibilities
  • Handle clerical duties of answering incoming calls as requested, filing, copying, scanning and opening and routing mail
  • Provide coverage for visiting firm committee members and other VIP’s
  • Other duties and projects as assigned by the Senior Director

Qualifications & Requirements

The ideal candidate will have demonstrated work experience supporting a Senior Director level executive in a professional services organization. The EA should be able to anticipate needs and exercise sound judgment, tact, diplomacy, integrity, and professionalism in all interactions. This individual must possess the aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail. The ability to establish rapport quickly with others and maintain a professional demeanor while under pressure is critical.

A minimum of 3 years work experience, preferably in a law or professional services firm supporting a senior level executive in a fast-paced environment is required.  A Bachelor of Arts/Science (BA/BS) or equivalent experience is expected. This individual must have excellent communication skills; a strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook as well as Visio and One Note; and adapt easily to new software and other web-based tools used for time and expense reporting.  The individual should be flexible in order to handle time sensitive requests, including periodic needs outside of standard working hours. Lastly, the individual should desire to learn new skills and to expand their job skills over time. 

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.

 
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