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Practice Assistant Coordinator

Job ID: 5292

Updated: Feb 5, 2020

Location: San Francisco, CA, 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 Practice Assistant Coordinator supports the Practice Assistant Manager and assists with the daily functions of the Practice Assistant Team and TDS Services to ensure attorney support needs are met.  Duties include coordinating daily backup coverage, visitor support, communications, scheduling, creating and updating documents and spreadsheets, event planning, and special projects.  Additionally, this role assists with tasks in connection with recruiting and the new-hire process, coordinating meeting communications and logistics, and a variety of other duties. 

Essential functions include those set forth below.  Other duties may be assigned.  Regular attendance is an essential function of the job. 

  1. Duties and Responsibilities
  • Coordinate daily support and backup coverage for Practice Assistant Team; communicate coverage with attorneys and Practice Assistants appropriately and timely. 
  • Monitor email and telephone messages regarding absences and time-off; coordinate coverage accordingly.  Maintain time-off calendar. 
  • Coordinate Practice Assistant support for visiting guests. 
  • Coordinate a variety of meetings and programs on a routine basis.  Prepare agendas, attend meetings, and prepare minutes post-meeting. 
  • Assist the Practice Assistant Manager with the recruiting process including hiring, orientation, training, and follow-up meetings. 
  • Create, update, and maintain documents, presentations, and charts using Microsoft Word and Microsoft Office Suite. 
  • Coordinate on- and off-site training programs, lunches, and events for staff.  Assist in the creation and development of training and resource materials. 
  • Perform general administrative functions, such as telephone support, scheduling, copies, scanning, and mailings; arrange travel; submit expense reimbursements. 
  • Provide assistance to Practice Assistants and TDS staff whenever necessary to meet Firm and client needs; organize and prioritize workload to most efficiently enable and facilitate team effort to accomplish Department, Firm, and client goals. 
  • Foster professional, cooperative, and supportive relationships with peers, superiors, and attorneys.  Share information and offer ideas and solutions in a team environment. 
  • Assist with other tasks and projects as needed.  May support other managers; may support the San Francisco Support Center. 
  1. Customer Service and Teamwork
  • Demonstrate exceptionally professional communication skills, including telephone, in-person, and written communications.  Must be effective at listening to, understanding, and clarifying requests, and have the ability to offer creative solutions. 
  • Consistently demonstrate a highly-professional and flexible attitude, and personal presentation.  Approach encounters with colleagues and vendors in a gracious, attentive, courteous, and service-oriented manner. 
  • Demonstrate a strong sense of urgency while maintaining exemplary attention to detail and prioritization skills to meet deadlines, at times under pressure. 
  • Resourceful, self-starter able to work proactively and independently, in a fast-paced environment. 
  • Adaptable, motivated to learn, and able to meet and maintain required performance standards. 
  • Embrace new technology and ways of working that promote flexibility to adjust quickly to shifting business needs. 
  • Proactively keep abreast of firm resources, contacts, and subject matter experts to provide alternative solutions to fulfilling requests. 

Qualifications & Requirements

Candidates must have a minimum of 2-3 years of administrative experience with some coordination experience. Law firm or other fast-paced environment is preferred.  A high level of interpersonal skills to handle sensitive and confidential situations, and ability to interact and communicate with individuals at all levels of the organization is required.  Candidates will have proven record of outstanding customer service, creative problem-solving skills and the ability to work in a team environment.  Strong attention to detail, excellent communication and organizational skills are essential along with the ability to remain calm in high-pressure situations. Strong knowledge of Microsoft Office, including Word, Outlook, PowerPoint, and Excel is required. A Bachelor’s degree is preferred.

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.