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Job ID: 4777
Updated: Sep 25, 2018
Location: San Francisco, CA, United States
Category: Legal Secretary/Practice Asst
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 recruiting for a Practice Assistant Manager to oversee and manage the daily functions of the Practice Assistants in the San Francisco and Palo Alto offices. This position will assist in coordinating and monitoring practice assistant assignments, workflow, performance reviews, recruiting and training. This position will be expected to work in the Palo Alto office one day per week.
The Practice Assistant Manager, working with the Regional Human Resources Director is responsible for managing all resources within the Practice Assistant Department. The Manager expected to provide guidance, encouragement and coaching to the practice assistants while fostering a team environment. He or she is responsible for monitoring and approving work schedules; developing training programs, cross-training opportunities, recommending and managing practice assistant pairings, identifying and addressing performance issues, including conducting disciplinary actions. In addition, the Manager will oversee the recruitment and orientation of newly hired practice assistants, conduct 30, 60, 90 days feedback sessions, lead regular staff meetings and work with the Practice Assistant Review Committee to further the continuing development of the practice assistants. Confidentiality is an essential element of this position.
Leadership: Provides leadership to the employees in the Practice Assistant department. Proactively ensures that the services provided by this department is meeting the needs of the attorneys and clients. Prepares and achieves annual goals to enhance the quality of support provided by this department. Communicates and works effectively with other managers, attorneys and staff.
Supervision: Supervises departmental employees, promotes a work environment that fosters excellence, productivity, teamwork, and high morale. Works with the Regional Human Resources Director, manages the recruiting, hiring, orientation, training, counseling, and performance evaluation processes for the Practice Assistants. Coordinates disciplinary and termination issues with the Regional Human Resources Director. Monitors attendance and coordinates attendance records. Implements the policies of the Firm in a fair and consistent manner. Conducts regular meetings with department staff as appropriate.
Staffing: Ensures that staffing levels are adequate to meet the business needs of the office and that staffing ratios meet the office expectations. Assigns practice assistants to attorneys, discusses proposed arrangements with the practice assistants and attorneys in advance and monitors the assignments to ensure they are working effectively.
Work Flow Coordination: Maintains a back-up assignment structure to provide regular coverage for absent practice assistants. Pre-approves administrative overtime and monitors overtime levels. Monitors and ensures productivity and an equitable distribution of the workload. Ensure adequate staffing as needed after hours, weekends and holidays.
Professional Development: Coordinates the orientation of new practice assistants regarding their job duties. Develops appropriate in-house training and continuing education programs for departmental staff. Coordinates technology training with the Technology Services Department.
Financial Management: Approves expenditures related to department activities. Monitors and controls departmental costs.
Other: Stays current on relevant management and market trends through participation in outside associations appropriate to the types of positions managed, reading management periodicals, and attending continuing education programs. Other related duties as assigned.
Qualifications & Requirements
The qualified candidate must have at least 5 years of leadership and supervisory experience, in a legal environment. Must possess a proven record of managing practice assistants (legal secretaries) or other legal support personnel within a medium to large law firm and must demonstrate expertise in providing prompt, professional and courteous services for all practice assistant requests. Qualified candidate must also possess excellent communication and organizational skills, be detail-oriented, flexible, have the ability to adapt to change, and demonstrate a customer service orientation. The qualified candidate must be adept at problem resolution, must show strong competence in staff management and demonstrate the ability to remain calm and unflappable in high-pressure situations. The model candidate will possess outstanding communication (oral and written). The qualified candidate expected to 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. Previous secretarial experience is a plus and a Bachelor’s Degree is preferred. This position exercises a high degree of discretion and independent judgment.
How to Apply
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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.
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