Administrative Coordinator Job at Kirkland & Ellis in New York

About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.

As one of the world's leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don't just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including more than 3,500 lawyers) operating from 21 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

POSITION OVERVIEW

The New York office is seeking an experienced Administrative Coordinator to support and collaborate with all administrative leads in the NY office in the planning, scheduling, and execution of various administrative functions, including daily maintenance as well as complex project management. As part of the Administrative Management Department, the Administrative Coordinator will work with a team of professionals who exemplify Kirkland's commitment to excellence by providing exemplary service and the coordination of Firm initiatives, programs, and special projects.

The ideal candidate will be self-motivated, organized, and adaptable. The individual in this role will interact with business services professionals and attorneys at all levels of the organization and must have excellent communication skills and strong client-service orientation.

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

• Act independently as a gatekeeper for various administrative leads as the first point of contact, responding quickly to both internal and external requests to achieve a positive outcome.
• Streamline existing processes, create new processes where appropriate, coordinate complex administrative functions, and overall keep multiple projects moving forward.
• Regularly collaborate with internal departments including, but not limited to, Operations, Legal Recruiting & Development, Business Development, Practice Services, and all others on various office initiatives, events, and processes.
• Schedule meetings including room reservations, invitations, agenda development, meeting minute preparation and distribution, event planning, and conference calls.
• Serve as a direct liaison to building management and external vendors, coordinating on-site tasks and projects (including work outside of normal business hours), consistently seeking to build and maintain positive and conducive relationships.
• Coordinate travel arrangements, including flights (domestic and international), lodging, ground transportation, and other reservations for administrative leads, as needed.
• Process all invoices and expense reimbursements related to New York office administrative management.
• Independently compose, track, and maintain reporting and metrics to support both routine and complex administrative projects (e.g., spreadsheets, memoranda, reports, etc.).
• Independently draft and track office-wide communications, as directed.
• Assist with various aspects of space management and logistics, including the assignment of offices for new hires and visitors, monitoring departures, and helping to coordinate office moves.
• Demonstrate discretion in all aspects of the job, including support related to sensitive employee relations matters, which can include the handling of highly confidential materials and personnel documents.
• Handle all administrative support responsibilities, including, but not limited to answering phones, printing, copying and distribution of documents, shipping/mailing, organizing and maintaining physical files, creating and maintaining folders in the Firm's document management system, and overall calendar and contact management for various administrative leads.
• Provide white-glove customer service to all business service professionals, attorneys, and the Firm's clients.
• Collaborate with the artwork consultants to maintain inventory of artwork, identify areas for new installations, coordinate framing, delivery, and installations, and pay and track all artwork-related invoices.
• Perform other ad hoc responsibilities or projects, as assigned.

Qualifications & Requirements

QUALIFICATIONS

Education, Work Experience, Skills

• Minimum of three (3) years coordinating administrative functions, including complex project management, and supporting senior level executives/administrators in a corporate, legal, or professional services environment.
• Bachelor's degree is preferred, equivalent experience will be considered.
• Outstanding written and oral communication skills with the ability to interact professionally with high-level administrative staff, attorneys, clients, business services professionals, and guests of the Firm.
• Ability to take initiative, adapt to change, multitask, and work independently in a high-pressure, deadline-driven environment while exercising discretion and sound judgment.
• Ability to handle ambiguity, weigh options and propose solutions to move initiatives forward to meet critical deadlines and produce results.
• Possess a collaborative and responsive approach to working within a team, including the ability to take direction and implement feedback.
• Demonstrate outstanding client service skills, attention to detail, and the ability to learn quickly.
• This position requires flexibility with overtime.
• Space management experience in a corporate setting is a plus.
• Kirkland & Ellis is highly collaborative and collegiate environment where each contributing member is expected to excel in communication, initiative, building relationships, client focus, agility, business insight and influencing outcomes.

TECHNOLOGIES / SOFTWARE

• Strong Microsoft Word, Excel, Outlook, and PowerPoint skills are required.
• Knowledge of ServiceNow, EMS, Centerstone and Visio software systems is 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."

The base salary range below represents the low and high end of the salary range for this position in the market(s) below. This range may differ based on your geographic location and cost of living considerations. At Kirkland & Ellis, we consider compensation more than just a base salary. We offer an exceptional range of flexible benefits including comprehensive healthcare, paid time off, and retirement. We also offer personal support and tailored learning and development opportunities all designed to help you realize your full potential both in life and at work.

Compensation

• New York City: $75,000 - $95,000

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. #LI-Onsite #LI-LW1