Practice Support Administrative Assistant

Kirkland & Ellis; Chicago (IL); On-site; USD 58,000 - 78,000; Full time

Job summary

Kirkland & Ellis in Chicago is seeking a skilled Practice Support Administrative Assistant to support the Associate Director, Manager, and the Practice Support Services team. The role focuses on day-to-day administrative duties in a fast-paced legal environment.

You will manage attendance in PeopleSoft, coordinate meetings, prepare reports and presentations, assist with events, and help train new practice assistants while delivering top-notch client service.

Qualifications

• 5+ years of recent administrative experience required.
• Proficiency with Microsoft Office, including Excel and PowerPoint.
• Familiarity with PeopleSoft and Chrome River preferred.
• Minimum typing speed of 45+ words per minute.
• Ability to work core business hours of 9:00 a.m. to 5:00 p.m. with flexibility for overtime as needed.

Responsibilities

• Monitor and maintain attendance and overtime through PeopleSoft Time & Absence.
• Monitor, coordinate, and maintain secretarial review materials and related resources.
• Continuously monitor department telephones and inboxes.
• Coordinate and schedule meetings and appointments and maintain department calendars.
• Provide administrative support to the department and senior leaders.
• Serve as backup in coordinating secretarial assignments to meet staffing needs and arrange overflow assistance for attorney/client work and special projects.
• Assign practice assistants to visiting attorneys and distribute confirmation communications.
• Provide Chrome River access to Practice Assistants.
• Maintain and distribute updated assignment lists and department maps.
• Track and update new hire listing documents.
• Manage shared calendars and maintain Practice Assistant SharePoint resources.
• Oversee AccuRoute tracking, communications, assignments, and meetings.
• Assist with onboarding and training of newly hired practice assistants, including preparation of training materials.
• Support department documentation updates and special projects as needed.

Skills

Administrative experience

Microsoft Office

Typing 45 wpm

Education

High school diploma

Associate degree

Tools

PeopleSoft

Chrome River

Job description

About Kirkland & Ellis

At Kirkland & Ellis, we don’t just meet the standard for legal excellence — we set it. Our culture is built on teamwork, ingenuity and an unwavering commitment to continuous growth. We tackle the most sophisticated legal challenges with bold ideas and innovative solutions, powered by the exceptional experience and ambition of our 7,000+ people, including 4,000+ attorneys, across 24 offices worldwide. Our dedicated professionals share our lawyers’ commitment to excellence and show up each day to do meaningful work that helps drive global business, investment and innovation forward.

About Kirkland & Ellis

At Kirkland & Ellis, we don’t just meet the standard for legal excellence — we set it. Our culture is built on teamwork, ingenuity and an unwavering commitment to continuous growth. We tackle the most sophisticated legal challenges with bold ideas and innovative solutions, powered by the exceptional experience and ambition of our 7,000+ people, including 4,000+ attorneys, across 24 offices worldwide. Our dedicated professionals share our lawyers’ commitment to excellence and show up each day to do meaningful work that helps drive global business, investment and innovation forward.

What You’ll Do

The Practice Support Administrative Assistant provides administrative support to the Associate Director, Manager, and Practice Support Services department. This role is responsible for fielding telephone calls related to attendance matters, monitoring and coordinating attendance updates in PeopleSoft Time & Absence, responding to requests for assistance regarding work-related matters, managing general inquiries, creating and revising spreadsheets, correspondence and presentations, processing expense reports, scheduling meetings, assisting with special events, and supporting various projects as assigned.

This position requires a professional, organized self-starter with the ability to interact with staff and clients at all levels in a fast-paced, challenging environment. Strong customer service skills, a proactive work ethic, the ability to anticipate needs, sound decision-making and multitasking abilities, attention to detail, and flexibility are essential.

Key Responsibilities

Administrative Support

• Monitor and maintain practice assistant attendance and overtime through PeopleSoft Time & Absence.
• Monitor, coordinate, and maintain secretarial review materials and related resources.
• Continuously monitor department telephones and inboxes.
• Coordinate and schedule meetings and appointments and maintain department calendars.
• Provide administrative support to the department and senior leaders.
• Serve as backup in coordinating secretarial assignments to meet staffing needs and arrange overflow assistance for attorney/client work and special projects.
• Assign practice assistants to visiting attorneys and distribute confirmation communications.
• Provide Chrome River access to Practice Assistants.
• Maintain and distribute updated assignment lists and department maps.
• Track and update new hire listing documents.
• Manage shared calendars and maintain Practice Assistant SharePoint resources.
• Oversee AccuRoute tracking, communications, assignments, and meetings.
• Assist with onboarding and training of newly hired practice assistants, including preparation of training materials.
• Support department documentation updates and special projects as needed.

Technical Support

• Use Firm software, including Microsoft Office (Excel and PowerPoint), Document Management Systems, Visio, and other technology tools to prepare, revise, format, and finalize correspondence, memoranda, spreadsheets, presentations, department maps, and assignment lists.
• Proofread and review work product for accuracy and consistency.
• Maintain familiarity with PeopleSoft Timekeeping and Chrome River systems.

File Management

• Establish and maintain paper and electronic files in accordance with Firm policies and procedures.
• Utilize the Firm's Document Management System to organize and maintain records.

Client Service & Collaboration

• Provide assistance to Operations team members and Practice Assistants as needed to support Firm and client needs.
• Prioritize and organize workload to meet department objectives.
• Foster professional, cooperative, and supportive relationships with colleagues and stakeholders.
• Share information, ideas, and solutions in a collaborative team environment.

What You’ll Bring

• High school diploma required; Associate Degree preferred.
• 5+ years of recent administrative experience required.
• Proficiency with Microsoft Office, including Excel and PowerPoint.
• Familiarity with PeopleSoft and Chrome River preferred.
• Minimum typing speed of 45+ words per minute.
• Ability to work core business hours of 9:00 a.m. to 5:00 p.m. with flexibility for overtime as needed.

Key Competencies

• Technical Job Knowledge
• Teamwork and Collaboration
• Professionalism
• Communication
• Work Prioritization and Organization
• Accountability and Ownership
• Service Orientation
• Critical Thinking and Judgment
• Initiative
• Responsiveness
• Relationship Building
• Problem Solving

Compensation

The base salary range below represents the low and high end of the salary range for this position in Chicago. 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 Range

Chicago: $58,000 - $78,000

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.