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Practice Assistant (Global Practice Support)

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Job ID: 5888

Updated: Jul 23, 2021

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

POSITION OVERVIEW

The New York office is seeking a service-oriented Practice Assistant (“PAs”) to support the Firm’s incoming first year associates, as well as becoming an integral part of the implementation and ongoing support of the newly established Firmwide PA associate support team. Qualifications include excellent written and oral communication skills; superb customer service orientation; a proactive work ethic; attention to detail; the ability to work well under pressure in a constantly changing legal environment; excellent attendance, including punctuality, occasional flexibility for overtime; and the ability to work effectively and cohesively in a team-oriented environment. Strong organizational skills are also essential, including the ability to analyze, assess and prioritize work assignments, as well as the ability to multi task competing priorities effectively. Selected candidates should possess the ability to display general overall flexibility and enthusiasm, while building and participating in the Firm’s initiative of providing a strong and knowledgeable support system for our new associates.

Responsibilities include, but are certainly not limited to, legal document word processing using the Firm’s software (Office 2016, Adobe Acrobat DC and DMS); document comparison and proofreading.  Entering attorney time, travel arrangements, bar renewals and expense reimbursement along with other general duties and projects as assigned.

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

Document Preparation:          

Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe Acrobat DC, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.  In conjunction with the preparation of such documents, the PA is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.  Transcribes dictation, minutes of meetings or taped records of conferences and meetings.

Administrative Support:        

Enters attorney time (Carpe Diem); processes expense reports (Chrome River); schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application.  Conducts internet research as directed by attorneys.

Proactively interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.

File Maintenance:      

Establishes and maintains paper and electronic files in compliance with current Firm policies utilizing the Firm’s LegalKEY system and Document Management System.

Customer/Client Service and Teamwork:      

Provides assistance to the Firmwide global PA team whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and clients.  Anticipates and identifies clients’/colleagues’ current and future needs.  Shares information and offers ideas and solutions in a team environment. Proactively remind attorneys of impending deadlines and obligations.

Professional Demeanor:         

Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.  Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues.  Performs complex administrative activities which may be highly confidential and sensitive, and require discretion and diplomacy.

Qualifications & Requirements

Education, Work Experience, Skills

The ability to work the core business hours as is mandated for the office to which applicant is applying to, with flexibility for overtime, as required.  Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required.  Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred. 

Technologies/Software

Strong Microsoft Word, Excel and PowerPoint skills are required.

How to Apply

Equal Employment Opportunity

Closing Statement