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Business Development Administrative Assistant

Job ID: 5802

Updated: Jun 16, 2021

Location: Chicago, IL, United States

Category: Business Development

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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

POSITION OVERVIEW

We are seeking a resourceful, self-starter to assist with the operational management of our global BD team, which includes supporting our staff engagement, onboarding and development efforts. As the BD Administrative Assistant, you will be primarily responsible for processing invoices, helping prepare budget reports, placing orders for branded gifts, organizing department resources and infrastructure, scheduling meetings/booking travel and providing general phone support. You will also assist with a number of special projects, such as the annual partners’ meetings, broader engagement activities, some client-facing events and other opportunities, which require our assistant to have sound judgement, a very strong attention to detail and a professional demeanor.

While each week is unique in its demands, here is a sampling of recent tasks: prepared department monthly e-newsletter, researched venues for a women’s event, helped coordinate a virtual onboarding session for four new hires, answered questions from a PA about attorney BD allowances and worked on scenes for staff engagement movie in Powtoon.

You will report directly to the Administrative & Engagement (A&E) Director with additional oversight and direction by the CMO and A&E Specialist. You will also communicate and collaborate daily with more than 120 diverse problem-solvers and advisers dedicated to the broader business development, marketing and communications activities of the Firm. Our international BD team provides seamless service to our attorneys with a focus on quality, innovation and responsiveness. Your role will also intersect with many other administrative departments within the Firm including Accounting, Diversity & Inclusion, Support Services, Purchasing, etc.

  • Support the A&E Director and CMO with the day-to-day management of the department, e.g., coordinate regular meetings for Firmwide staff and management; maintain policies and procedures; aid in processing BD Committee requests; help manage our information systems; and assist with the development of staff training programs.
  • Process invoices and monthly purchasing card statements, and help prepare regular cost analysis of department budget and review of attorney spending reports, under the supervision of the A&E Specialist.
  • Assist in our new hire onboarding process, as well as maintaining relevant department resources.
  • Support and help manage the client gift inventory including helping research/generate ideas for specific events, connecting with appropriate vendors, troubleshooting issues along the way, and determining copay buy-ins with partners, if necessary.
  • Draft/edit presentations for annual partners’ meetings and other Firm-related events and develop other marketing materials for new business pitches, RFPs, Firm history, diversity and pro bono projects as needed.
  • Assist with logistics and general support for select client-facing initiatives and events.
  • Work with functional area leads to help maintain our internal SharePoint sites.
  • Assist with basic administrative duties including phone support, expense reports and making travel arrangements.
  • Provide general support to all Business Development functional and office areas with other projects when required.

OTHER FUNCTIONS

  • Any other functions/duties as assigned by management.

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.

Qualifications & Requirements

Education, Work Experience, Skills

  • A Bachelor’s degree is required and one to two years’ experience is preferred, preferably in a law firm or professional services environment.
  • Production of Department materials requires strong writing and proofing skills. Spelling and grammar are very important to maintain professional standards. 
  • Excellent client service orientation, interpersonal and communication skills. Ability to forge and maintain effective internal and external relationships and interact with various levels of personnel. Strong ability to adapt to change and thrive in fast-paced environment.
  • Proven ability to organize and manage a diverse range of assignments/projects and prioritize multiple tasks. Must be able to think quickly in deadline situations, find appropriate avenues, both internally and externally, for resolution and be able to weigh options to achieve the best outcome.
  • A history of taking initiative and working with minimal supervision is essential to success in this position. Must be a high achiever, with a drive to succeed.
  • Ability to thrive in an electronic environment and utilize technology to deliver information. Proficiency in methods of information acquisition, including the use of online information databases, tools and resources.

Technologies/Software

  • Must have solid command of MS Office Suite (Outlook, Word, PowerPoint, Excel). Working knowledge of Chrome River, InterAction, Powtoon, Photoshop and other programs are a plus.

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.