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Executive Assistant

Job ID: 4956

Updated: Mar 11, 2019

Location: Houston, TX, 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

POSITION OVERVIEW

The Executive Assistant will provide administrative support to the Texas Senior Director of Administration (SDoA).  Additional tasks include scheduling and coordination of support for standing meetings such as Houston Operations Committee,  Administrative Management team and others; daily management of the SDoA’s calendar, coordination of  travel arrangements, processing and tracking travel and expense reports, monitoring of vendor activities and payments. Other duties also include maintaining key contact information, answering all in-coming calls, filing, copying, processing correspondence, and other projects as assigned.  This position will, on occasion, require coordination and teaming with parallel positions supporting other members of the management team of the firm on a project-by-project basis.  The position may, on occasion, require work beyond normal business hours or on weekends.

The Executive Assistant must possess a high level of personal discretion and interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy, as well as the ability to communicate with individuals at all levels of the organization.  This detailed professional must also possess the ability to anticipate the needs of the SDoA and respond accordingly while working in an environment with competing priorities and deadlines.

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

  • Handling confidential matters
  • Planning and scheduling meetings including room reservations, invitations and accommodations, minute preparation and distribution, agenda development
  • Coordinating and confirming travel arrangements
  • Maintaining Outlook calendar including scheduling appointments and communicating any changes to entries
  • Monitoring SDoA emails for response and proactive resolution
  • Processing travel and expense reports
  • Preparing check requests
  • Update and maintain office-related files
  • Handling standard clerical duties including but not limited to: answering all incoming calls, copying, opening and routing mail, electronic and standard file management
  • Event planning and coordination

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

  • Interact on a daily basis with Departments within the Firm to facilitate highest possible support:
  • Human Resources (review and attendance)
  • Accounting (check requests)
  • General Services (mail, FedEx, UPS, messengers)
  • Conference Center/Catering (scheduling/arranging meetings and requested accommodations)
  • Reprographics; (Digital Services overflow requests), etc.
  • Other duties and projects as assigned

Qualifications & Requirements

Education, Work Experience, Skills

  • Bachelor’s degree is preferred, but not required
  • At least three years of prior office experience is required; prior law firm experience desirable
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Possess high level of interpersonal skills to handle sensitive and confidential situations. 
  • Must be able to interact and communicate with individuals at all levels of the organization.
  • Proficiency with MS Office and typing speed of 55+ wpm.
  • Flexibility for overtime.

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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