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Practice Assistant

Job ID: 4834

Updated: Nov 13, 2018

Location: Houston, TX, 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

POSITION OVERVIEW

The Houston office is seeking a service-oriented legal secretary to support an assigned group of corporate attorneys and/or legal assistants.  This includes managing busy calendars, coordinating meetings and travel arrangements, interfacing with clients, Firm committees and departments, both on the telephone and in person; new business intake; and providing administrative support, including personal business.  Additional responsibilities include creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Office 2010, Adobe and DMS); document comparison, transcription and proofreading.  Answering phones, entering attorney time, and managing expense reimbursements along with other general secretarial duties and projects as assigned.

This position requires a professional, organized self-starter with the ability to interact with staff and clients at all levels in a fast-paced, challenging legal environment.A proactive work ethic, the ability to anticipate needs, strong decision making skills, attention to detail, and a flexible schedule are a must.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Document Preparation
    • Uses word processing and document management software (Microsoft Office 2010, including PowerPoint & Excel, Workshare Compare, Adobe, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.  In conjunction with the preparation of such documents, the Legal Secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.  Transcribes dictation, minutes of meetings or taped records of conferences and meetings. 
  • Administrative Support
    • Processes conflict checks and New Client/New Matter forms (KENI); enters time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; maintains attorney/legal assistant calendars (Outlook Calendars).  Conducts internet research as directed by attorneys. Interacts on a daily basis with Departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Reprographics Department; Digital Services, etc.
  • File Maintenance
    • Establishes and maintains paper and electronic files in compliance with current firm policies utilizing the Firm’s LegalKEY system and Document Management System.
  • Customer/Client Service and Teamwork
    • Provides assistance to other Legal Secretaries within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and clients.  Anticipates and identifies clients’/colleagues’ current and future needs.  Shares information and offers ideas and solutions in a team environment. 
  • Professional Demeanor
    • Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.  Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues.  Performs complex legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • All job functions that are not essential should be listed here.
  • Consider that these are functions that could be eliminated as a reasonable accommodation.
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education, Work Experience, Skills

  • The ability to work the core business hours of 9:00 am - 5:30 pm with flexibility for overtime, as required.  Must have 5+ years of legal secretarial experience in the corporate area.  Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required.  Adobe, PowerPoint and Excel experience are also strongly preferred.
  • Works cooperatively and collaboratively with others to achieve shared goals and objectives
  • Effectively communicates with others by obtaining and sharing information in a clear, concise and timely manner.

Technologies/Software

  • Maintains and applies the appropriate level of technical job knowledge, skills and capabilities necessary to fulfill job requirements and support the Firm.

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

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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