Office Administrative Specialist

Department: Office Administration

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 Office Administrative Specialist role involves various administrative tasks and provides high-quality support to internal and external clients, emphasizing integrity and excellence. It requires proactive problem solving and a solid understanding of the firm’s administrative processes.

Under the guidance of the Regional Director of Administration, this role supports multiple assignments and interacts professionally with staff and external contacts. The ideal candidate should be self-motivated, collaborative, and agile. 

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 an Office Administrative Specialist within our Administration team, your responsibilities include but are not limited to:

• Coordinates travel and prepares itineraries and related expense reports

• Coordinates vendor payments and approvals for Regional Director of Office Administration

• Process and reconcile all office invoices

• Review and ensure the office(s) intranet pages are up to date and accurate

• Track office(s) financial activities and participate in the budgeting process

• Assist with budgeting and expense tracking for office events and activities

• Manage local event and sport tickets, season or other; coordinator logistics and menus; ensure full utilization of space

• Provide administrative support to Regional Director of Administration, or lawyers or business professionals visiting from other offices

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.

Required Experience:

Qualified candidates will have a minimum of three years of progressive administrative experience. Bachelor’s degree or equivalent experience in a law firm or similar professional services environment preferred. Ability to work beyond the standard scheduled hours, as needed

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.  The salary range for this position is from $60,000 - $75,000 depending on 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.

Ballard Spahr is committed to increasing diversity in the legal profession and to supporting the communities where we live and work.  People from all backgrounds are valued and integrated into every part of the firm.  Diverse candidates including women, people of color, members of the LGBTQIA+ community, veterans, and individuals with a disability are encouraged to apply.

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

Ballard Spahr is an equal opportunity employer committed to fostering a culturally diverse environment. The firm encourages applications from a diverse pool of candidates, and all qualified applicants will receive consideration for employment without regard to 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.