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Practice Services Coordinator

Job ID: 5310

Updated: Feb 13, 2020

Location: Washington, DC, 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 Services Coordinator performs the following duties relating to the Practice Services Department under the direction of the Associate Director of Practice Support Services.

Timekeeping

 

  • Maintain monthly absence calendar.
  • Monitor attendance, leave and make-up requests.
  • Discuss coverage needs with PAs prior to absence, as needed.
  • Retrieve daily absence calls from departmental call-in telephone extension.
  • Inform attorneys and back-up teams of absences.
  • Send PA schedule change requests to the FW HR team for processing.
  • Discuss problematic PA attendance with Associate Director.
  • Determine daily assignments.

Administration

 

  • Routinely collect feedback from attorneys, paralegals and managers
  • Regularly share feedback with floater(s) and Associate Director
  • Participate in feedback meetings with Associate Director
  • Field questions/concerns from practice assistants and elevate to Associate Director when necessary.
  • Walk floors to develop and maintain relationships with the assistants and identify morale and performance issues.  Discuss with Associate Director as appropriate.
  • Serve as resource for staff regarding K&E policies and procedures.
  • Assist Associate Director with staff conversations and interviewing PA candidates.
  • Maintain and update organizational documents and reports.
  • Participate in determining new PA assignments.
  • Create and distribute ‘Move’ notifications.
  • Update PeopleSoft.
  • Assign Chrome River access.
  • Coordinate on-call schedule for holidays.
  • Arrange attorney back-up phone coverage when needed.
  • Handle overflow requests, as needed.

Meetings

 

  • Assist Associate Director with scheduling PA and Document Services meetings, training sessions, and special events.
  • Assist Associate Director with Practice Assistant Review Meeting(s).

Document Services

 

  • Monitor day time and after-hours distribution lists to ensure timely responses.
  • Schedule after-hours coverage when needed.
  • Work with Associate Director to add/remove team members when necessary.

Qualifications & Requirements

The Practice Services Coordinator will work with the Associate Director to oversee the administrative functions of the Practice Services Department.  The position requires excellent communication and organizational skills; the ability to adapt to change; the ability to provide excellent customer service in a professional, respectful and positive manner; the ability to maintain strict confidentiality; to act in a fair and equitable manner; and to interact effectively with individuals on all levels of the firm’s business.  The position also requires a strong attention to detail; the ability to work efficiently, the judgment to prioritize assignments, as needed; and the ability to take initiative, to work independently, and to make sound business decisions.

The ideal candidate will have at least three years of experience as a coordinator, or the equivalent, in a mid-to-large law firm or a corporation, and possess first-hand knowledge of legal administrative services and processes.

Technical Skills: A strong proficiency in Microsoft Office Suite, especially Word and Excel, is essential.  Knowledge of PeopleSoft, iManage, is preferred.

Education:  A college degree is required, but an equivalent work experience will be considered.

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.