Executive Assistant

2 weeks ago

Miami FL USA, United States Kirkland & Ellis Full time
About Kirkland & Ellis

We are a leading law firm that values 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 professionals engage in meaningful work, continuous learning, and professional development.

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 have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,500 lawyers) operating from 20 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.

Job Summary

The Executive Assistant will provide administrative support and thought partnership to the Senior Director of Administration, HR Manager, and Operations Manager in the Miami office. This is a highly visible position requiring well-developed organizational, communication skills, and confidentiality. The EA will handle a wide range of administrative and executive support-related tasks and interact with personnel at all levels in a fast-paced environment, sometimes under pressure. With great attention to detail, the EA will need to be flexible, proactive, and efficient while exhibiting a high level of professionalism and confidentiality in this role.

Key Responsibilities

The Executive Assistant will be responsible for supporting the Miami office Senior Director of Administration and team with the budget process, preparation and reporting on financial metrics, tracking vendor payments, complex calendar management, conferences, highly visible presentations, and preparing travel arrangements and expense reimbursement. The EA will also plan and coordinate events, including luncheons and various senior management meetings. Additionally, the EA will prepare internal and external communications and proactively anticipate the needs of the Senior Director of Administration. This position requires well-developed organizational and communication skills as well as the ability to exercise sound judgment and maintain professionalism.

Essential Functions

The Executive Assistant will be responsible for the following essential functions:

  • Manage the Senior Director's calendar and collaborate effectively with others to coordinate scheduling needs; plan and schedule monthly and weekly meetings along with any necessary logistics while effectively communicating changes.
  • Advanced PowerPoint, Word, and Excel skills are required to create and compile meeting materials for various Committee and Leadership meetings. Create PowerPoint presentations ahead of senior leadership meetings will be a recurring function.
  • Research, prioritize, and follow up on incoming requests and issues addressed to the Senior Director, including those of a sensitive or confidential nature; determine the appropriate course of action, referral, or response.
  • Coordinate domestic and international travel and reservations in accordance with the Firm's Travel Policy (e.g., air, hotel, ground transportation).
  • Maintains and prioritizes daily action items for personal follow-up and management.
  • Handles confidential information, including data related to human resources, budget, forecasts, etc.
  • Process expense reports for events, dinners, and/or travel, prepare expense reports, and submit in a timely manner.
  • Compose, type, and proofread correspondence, memos, and emails as requested.
  • Coordinate, prepare, and compile meeting materials for various Committee and Leadership meetings.
  • Coordinate with Human Resources, Operations, Practice Services, and Guest Services as it relates to new hires, practice assistant assignments, office events, in-office moves, and visitors and provide Director with appropriate reports, if applicable.
  • Assist with ongoing special projects; work associated with special projects will vary and will be assigned as the individual demonstrates skills to handle additional responsibilities.
  • Handle clerical duties of answering incoming calls, filing, copying, scanning, and opening mail.
  • Other duties and projects as assigned by the Senior Director, HR Manager, and Operations Manager.

Qualifications & Requirements

The ideal candidate will have demonstrated work experience supporting executives in a professional services organization. The EA should be able to anticipate needs and exercise sound judgment, tact, diplomacy, integrity, and professionalism in all interactions. This individual must possess the aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail. The ideal candidate must exercise tact and discretion given the sensitive and confidential nature of information they will be privy to. The ability to establish rapport quickly with others and maintain a professional demeanor while under pressure is critical.

A minimum of 5 years of work experience, in a professional services firm supporting a senior-level executive in a fast-paced environment, is required. A Bachelor of Arts/Science (BA/BS) or equivalent experience is expected. This individual must have excellent communication skills; a strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook; and adapt easily to new software and other web-based tools used for time and expense reporting. The individual should be flexible to handle time-sensitive requests, including needs outside of standard working hours from time to time. Lastly, the individual should desire to learn new skills and to expand their job skills over time. Previous experience using SharePoint and Visio is a plus.

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