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Facilities & Guest Services Administrative Assistant

Job ID: 5144

Updated: Aug 29, 2019

Location: Chicago, IL, 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

The Chicago office is seeking an Administrative Assistant who will provide support for the Facilities & Guest Services Associate Director and members of the Facilities & Guest Services team. This position requires well-developed organizational and communication skills. This position will handle a wide range of administrative tasks and interact with personnel at all levels in a fast paced environment. With great attention to detail, the Administrative Assistant will need to be flexible, proactive, efficient and able to work well in a team environment. It is expected the individual will take on additional responsibilities and more complex project work over time.   

ESSENTIAL JOB FUNCTIONS

  • Oversee the Associate Director’s calendar, plan and schedule meetings, coordinate any necessary logistics (e.g. catering, facilities, a/v, audio calls, video conferences), and compile materials for meetings
  • Compose, type and proofread correspondence, memos, calendar entries, and emails as requested
  • Prepare expense reports, check requests, and track annual expenditures
  • Create Purchase Orders and submit department requests for goods and services, receive, and track department purchases against operating budget
  • Coordinate travel arrangements for department and reservations in accordance with the Firm’s Travel Policy
  • General administrative duties including typing correspondence, answering incoming calls, copying, scanning, creating labels, etc.
  • Organize, scan, and maintain Associate Director’s files and critical department files, vendor contact information
  • Receive, prioritize, and follow up on incoming work requests and issues addressed to the Associate  Director and Facilities & Guest Services team, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response
  • Maintain Master list of all Facilities & Guest Services contracts/agreements, terms, and expiration dates, calendar all pertinent dates
  • Maintain Master list of all Vendors and the Certificate of Insurance requirements
  • Maintain Facilities & Guest Services SharePoint site and Daily Announcement postings
  • Provide project management support for various Facilities & Guest Services projects and initiatives
  • Train with Guest Services personnel to provide front desk support in the Conference Center as needed
  • 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
  • Other duties and projects as assigned by the Associate Director

Qualifications & Requirements

Education, Work Experience, Skills

The ideal candidate will have demonstrated work experience supporting director and manager level personnel in a fast-paced professional services organizations. The Administrative Assistant should be able to anticipate needs, exercise sound judgement, tact, diplomacy, integrity, and professionalism in all interactions.

The individual must possess the aptitude to work independently to achieve results with a high degree of accuracy and attention to detail. The ability to establish a rapport quickly with others and maintain a professional demeanor while under pressure is critical.

A minimum of three years of work experience in a law or professional services firm preferred. Qualifications include a Bachelor of Arts/Science or equivalent experience is expected. This individual must have excellent written and communication skills being able to draft communications for a wide variety of audiences. Work requires excellent proofreading skills, organizational skills, follow-through skills, and problem-solving skills. The candidate must have a high energy level, can-do attitude, and high standards for personal performance. Individual must have the ability to maintain the highest level of confidentiality at all times.  Ideal candidate will be able to multi-task and meet concrete deadlines.

Technologies/Software

  • MS Office including advanced Excel skills are required. Working knowledge of PowerPoint, Visio, and Access is preferred. Will train on EMS, i-Visitor, HEAT, Angus Work Order system.

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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