About Kirkland & Ellis
Kirkland & Ellis LLP is a preeminent, full-service law firm with approximately 1,600 attorneys in Beijing, Chicago, Hong Kong, Houston, London, Los Angeles, Munich, New York, Palo Alto, San Francisco, Shanghai and Washington, D.C. Our practice consists of sophisticated corporate transactions and litigation matters including antitrust and competition, intellectual property, restructuring, real estate, tax, benefits and estate planning, white collar criminal defense and securities enforcement, regulatory, environmental, energy, commodities, communications, securities, creditors’ rights, private equity and venture capital. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions and leveraged buyout and venture capital firms.
Essential Job Functions
Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.
Administrative Support: Processes conflict checks and New Client/New Matter forms (KENI); enters time (Carpe Diem); processes expense reports (K&E Expense/Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; maintains attorney/legal assistant calendars (Outlook Calendars). Conducts internet research as directed by attorneys.
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/Catering (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.
Document Preparation: Uses word processing and document management software (Microsoft Office 2010, including PowerPoint & Excel, Workshare Compare, Adobe, 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 Legal Secretary 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.
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 other Legal Secretaries within assigned teams 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.
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 legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.
Reporting Relationships: Reports directly to the Secertarials Services Manager. On a day-to-day basis, works primarily under the direction of an assigned group of Attorneys and/or Paralegals. In addition, works in a team situation with Legal Secretaries to most effectively and efficiently meet Firm/client needs.
Qualifications & Requirements
The ability to work the core business hours of 8:30 am to 5:00 pm with flexibility for overtime, as required. Must have 2+ years of legal secretarial experience in the corporate are, Investement Funds a plus. Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required. Adobe, PowerPoint and Excel experience are a plus. High School Diploma required. Bachelor’s degree preferred.