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Executive Assistant

Job ID: 5993

Updated: Sep 15, 2021

Location: Austin, TX, United States

Category: Administrative Support

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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 Austin office is looking for an Executive Assistant to support the Senior Director of Administration (SDoA) of Texas. The ideal candidate will be self-motivated, organized, and adaptable. The individual in this role will interact with staff and attorneys at all levels of the organization and must have excellent communication skills and strong customer-service orientation. The Executive Assistant must possess a high level of personal discretion and interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy, as well as the ability to communicate with individuals at all levels of the organization. This detailed professional must also possess the ability to anticipate the needs of the SDoA and respond accordingly while working in an environment with competing priorities and deadlines.

As the Executive Assistant, this position will maintain scheduling and coordination of support for standing meetings, daily management of the calendar, coordination of travel arrangements, processing and tracking travel and expense reports, monitoring of vendor activities and payments. Other duties also include maintaining key contact information, answering all in-coming calls, filing, copying, processing correspondence, and other projects as assigned. This position will, on occasion, require coordination and teaming with parallel positions supporting other members of the management team of the firm on a project-by-project basis. The position may, on occasion, require work beyond normal business hours or on weekends.

 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Demonstrate discretion while supporting the SDoA with sensitive employee relations matters, which can include the handling of highly confidential materials and personnel documents.
  • Planning and scheduling meetings including room reservations, invitations and accommodations, minute preparation and distribution, agenda development
  • Coordinate travel arrangements, including flights (domestic and international), lodging, ground transportation, and other reservations.
  • Maintaining Outlook calendar including scheduling appointments and communicating any changes to entries
  • Act independently as gatekeeper for the Senior Director of Administration, attempting to channel and respond to requests quickly, monitoring executive’s emails for response and proactive resolution
  • Processing travel, invoices and expense reimbursements
  • Preparing check requests
  • Update and maintain office-related files
  • Event planning and coordination
  • Handle all administrative support responsibilities, including but not limited to answering phones, printing, copying and distribution of documents, shipping/mailing, organizing and maintaining files (physical and electronic), and overall calendar and contact management for the SDoA and Boston Administrative Managers.
  • Perform other ad hoc responsibilities or projects as assigned.

Qualifications & Requirements

Education, Work Experience, Skills

The qualified candidate will have 5+ years of experience supporting a senior level executive/administrator in a corporate, legal, or professional services environment. Bachelor’s degree is required. The successful candidate must be an articulate, personable, and responsive team player with outstanding client service skills and the ability to learn quickly. The individual will have exceptional organizational skills and be able to multi-task while meeting deadlines in a fast-paced environment with constantly changing priorities. The qualified candidate must have excellent oral and written communications skills, strong attention to detail, and be able to exercise discretion and maintain confidentiality. This position requires flexibility with overtime.

Core Technologies/Software

  • Strong Microsoft Word, Excel and PowerPoint skills are required.

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.