Legal Administrative Assistant

Department: Finance

About Us:

Ballard Spahr is a renowned national law firm with more than 750 lawyers across 18 offices in the United States.  A career at Ballard Spahr offers a diverse group of mentors, colleagues, and friends, and strong leadership that provides support and encouragement for career growth.

The Legal Administrative Assistant (LAA)  will solely support the Department Chair (DC) of Finance and co-leader of the Real Estate Finance Group, a senior leadership position, with a wide range of activities, including practice and executive administrative support, internal and external communications, calendar management, travel and meeting logistics, and office organization. The LAA works closely and collaboratively with the DC to ensure that their goals and objectives are efficiently and effectively achieved. This position is hybrid and offers a work schedule of 3 days a week in the office, with flexibility to be in the office more often, as required.

Why Join Us?

• Innovative Work Environment: Become part of a forward-thinking firm that enjoys substantial support and visibility from the firm’s executive leadership.

• Professional Development: Take advantage of continuous learning opportunities and avenues for career growth.

• Diversity, Equity, and Inclusion: Join a Business Resource Group and share cultural, experiential, or job-related interests, experiences, and/or backgrounds.

• Impactful Contributions: Play a pivotal role in developing industry-leading solutions that make a significant difference in legal practice and client service.

Your Role:

As a Legal Administrative Assistant within our Finance department, your responsibilities include but are not limited to:

• Assisting lawyers with preparing, organizing, proofreading and assembling closing documents and coordinating closing and post-closing logistics.  

• Working with dashboard reports. 

• Administrative duties include scheduling regular and ad hoc meetings and appointments, maintaining calendars and contact information and assisting with the tracking and the management of return communications.

• Assisting with drafting correspondence, and preparing meeting agendas, presentation materials, minutes, and other internal communications.

• Integrating the DC’s files with the firm’s records management system to ensure proper tracking, retention, and destruction of files.

What We’re Looking For:

• Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.

• Communication: Strong verbal and written communication abilities.

• Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.

• Initiative: The ability to work independently and the desire to work collaboratively with others in a team-oriented environment. 

Required Experience:

Relevant experience in a law firm or similar professional services environment required.  Bachelor’s degree preferred.  Must be highly proficient with the Microsoft Office suite, including Word, Excel, PowerPoint and Outlook, and document management and time keeping applications. Knowledge of all phases of a transaction, from due diligence and term sheet stage through financing and closing preferred. Strong organization skills and the ability to manage multiple priorities effectively and efficiently. The ability to interact professionally and productively with lawyers and business professionals at all levels of the firm in a fast-paced environment, sometimes under pressure.

Ballard Spahr offers an excellent benefits package that includes medical, fertility benefits, travel and lodging expenses, prescription drug, dental, and vision coverage; life insurance, short and long-term disability; 401(k) retirement savings plan with a firm contribution and match; and a generous paid time off program.  Additional benefits provided are health care and dependent care flexible spending accounts, and a health savings account; paid parental leave, firm subsidized emergency child and elder care services; family and medical leave; employee assistance program; and a pre-tax transportation program.  Time worked in excess of 40 hours per week will be paid at time and one half of the hourly rate. The salary range for this position is from $85,000 - $100,000 depending upon experience.

Ready to Grow with Us?

If you are ready to play a vital role in the Firm’s success, we encourage you to apply and be a part of our commitment to excellence.

At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.

Ballard Spahr is an equal opportunity employer. We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law.

The firm is not accepting resumes from search firms for this position.