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Human Resources Administrative Assistant

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Job ID: 6081

Updated: Oct 15, 2021

Location: New York, NY, United States

Category: Human Resources

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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 New York office of Kirkland & Ellis LLP is seeking an Administrative Assistant for the Human Resources Department.  This individual will report to the Director of Human Resources and provide administrative support to the Director as well as to other members of the Human Resources Department. The ideal candidate will be self-motivated, organized, and adaptable. He or she will also be interacting with individuals at all levels of the organization, as well as candidates for open staff positions, and must have excellent phone presence and a strong customer-service orientation.

Primary responsibilities include checking and responding to questions in the Human Resources mailbox, filing personnel documents, responding to requests for employment verification, and responding to questions about HR policies and procedures. The position will also be responsible for assisting with candidate onboarding and new hire processes, and project work, as requested. It is expected that the individual will take on additional responsibilities and more complex project work over time. 

 

Administrative Support to Director of Human Resources

  • Assist Director, Human Resources with a variety of human resources projects, including, but not limited to file digitization, summer internship coordination, community outreach programing.
  • Process expense reimbursements and invoices.
  • Assist with travel arrangements.
  • Schedule meetings, maintain calendar and contacts.

 

Human Resources Department Support

  • Respond to phone and email inquiries regarding human resources policies and procedures.
  • Maintain paper and electronic personnel files.
  • Complete employment verifications.
  • Comply with Records department retention process.
  • File documents in DMS.
  • Project work, as requested.

 

Staff Recruiting and Onboarding

  • Post positions through direct and creative channels including external firm website, internal firm intranet, job posting boards, professional organizations, etc.
  • Source candidates on LinkedIn for staff positions - both open and pipeline.
  • Administer employment testing to applicants.
  • Conduct reference checks for new hires.
  • Prepare new hire orientation materials for attorneys and staff.
  • Schedule staff new hire orientations and conduct staff new hire office tours.
  • Coordinate with Firmwide HR Operations and other internal teams to ensure a seamless onboarding process.
  • Verify new hire paperwork including I-9 documentation.

 

Miscellaneous

  • Track and file performance reviews and coversheets.
  • Prepare departure paperwork, and payroll orders.
  • Maintain and audit I-9 forms.
  • Coordinate firm phone/remote access requests.
  • Act as point person for Seamless vendor relationship.
  • Coordinate annual Employee Service Recognition Luncheon.
  • Serve as backup to HR Coordinator.
  • Provide excellent customer service to all internal and external clients.
  • Other duties as assigned.

Qualifications & Requirements

Qualifications include a Bachelor’s degree preferably in HR, and a minimum of one year of HR experience, considerable initiative, outstanding customer service skills and the ability to learn quickly.  Superior written and verbal communication skills; must be skilled with drafting communication targeted to a wide variety of audiences. Must have a high energy level, can-do attitude, and high standards for personal performance.  Work requires excellent proofreading skills, analytical ability, organizational skills, acute attention to detail, excellent follow-through skills, as well as keen judgment and problem-solving skills.  Individual must have the ability to maintain the highest level of confidentiality at all times.  Ideal candidate will be able to multi-task, meet concrete deadlines.

 

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. 

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.