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Executive Assistant

Job ID: 5243

Updated: Jan 13, 2020

Location: New York, NY, United States

Category: Legal Secretary/Practice Asst

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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 successful candidate must have a proven track record of providing the highest level support to a senior level partner or executive who is involved in many disciplines in addition to the primary professional responsibilities.  The candidate must have the ability and initiative to creatively solve problems, for example locating necessary sources for information to advance matters when complete information is not available, or solving operational problems by working with related service providers to meet support needs.

ESSENTIAL FUNCTIONS

The Executive Assistant role will provide high-level administrative support by arranging and scheduling a very busy calendar, handling informational requests, performing a wide range of clerical functions, handling very busy phones, preparing email and correspondence, receiving visitors and arranging conference calls.  Duties include, but are not limited to: 

  1. Manage calendar and travel for all cases, client events and personal commitments. Requires accommodating frequent last minute changes, some taking place after business hours and on weekends, across different time zones.
  2. Monitor all cases and coordinate with team members including paralegals to identify any changes in case schedules or client needs that may have future impacts.
  3. Build working relationships with assistants for client contacts to ensure a reliable resource.
  4. Coordinate with Kirkland attorneys on billing and other client financial issues.
  5. Set up, manage and close trial sites. Involves trial team coordination, negotiating and coordinating with hotel and vendors, attending to any client needs and doing whatever is necessary generally to make the trial site function well.
  6. Keep track of and manage professional needs or requirements like CLE, bar admissions, pro hac admissions for individual cases, Kirkland Foundation and client driven charitable contributions, travel accounts, Kirkland expenses, time entry, expense reports, etc.
  7. Assist and coordinate a variety of committee and department activities, such as review meetings, department meetings, presentations, etc.
  8. Manage a variety of personal bills, vendors and appointments.
  9. General file maintenance including precedent files, financial files, tax files, and other files.
  10. Light document generation or editing.

Qualifications & Requirements

A minimum of 5 years recent experience as an executive assistant is required.  Candidate must have excellent written and oral communication skills, a strong customer service orientation, a proactive work ethic, attention to detail, excellent attendance and punctuality as well as availability for overtime evenings and weekends.  Candidate must have the ability to think ahead, be proactive and exercise sound judgment. Strong day-to-day organizational skills are essential, including the ability to analyze, assess and prioritize work assignments.  Proficiency working in MS Word, PowerPoint and Excel is required as well as a minimum typing of 50+ wpm. The candidate must be comfortable in a fast paced environment; self-directed and able to work without supervision and be energetic and able to tackle new projects and ideas.

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.