Legal Administrative Assistant

Department: Litigation

About Us:

Ballard Spahr, is a nationally recognized law firm with more than 750 lawyers across 19 offices in the United States. A career at Ballard Spahr means joining a team of talented mentors, colleagues, and friends, supported by strong leadership that actively encourages professional growth.  

Ballard Spahr LLP has an excellent opportunity for an experienced legal administrative assistant with solid technical and administrative skills to work in our Center City Philadelphia office to help with the support of national and international business litigation and intellectual property litigation practice. The selected individual will provide support to attorneys in our Business Litigation and IP Litigation practices, including two senior partners who each also have administrative leadership responsibilities. The selected individual will have significant responsibility for process management including individual and team/practice group scheduling, client reporting, billing and travel, group administration, and overall executive level support, as well as support of a busy litigation practice.

Additional responsibilities will include document production and revision, maintaining, filing, and processing case information, managing electronic court filings, managing internal filing of pleadings and correspondence in complex litigation, and managing schedules and assisting with cases in several jurisdictions.

This hybrid position requires In-office attendance at least 3 days a week, with 4 days a week preferred.

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.

• 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 Litigation team, you will:

• Maintain and process case information through final disposition.

• Create and manage electronic files and prepare correspondence, memoranda, pleadings, and other complex legal documents.

• Prepare documents for state and federal court filings and electronically file documents in various state and federal courts.

• Maintain attorney calendars, schedules, and contact information.

• Support new client intake and related administrative processes.

• Provide exceptional internal and external client service while managing multiple priorities.

• Prepare and process time entries, coordinate billing activities, arrange travel, and manage expense reimbursements.

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.

Qualified applicants should possess excellent communication, organizational, computer and client service skills and be able to multi-task and work in a team-oriented environment. Project management skills are important. The ability to exercise initiative and judgment, manage multiple priorities, and work in a fast-paced and team-oriented environment is required.

Required Experience:

Proficiency with the Microsoft Office Suite, including Word and Outlook is required. Comfort and experience working with attorney billing is a strong plus. Proficiency working with PowerPoint is preferred. Strong word-processing, communication, organizational, and editing skills are essential. Experience supporting business and/or IP litigation practices is preferred, but not necessary.

Ballard Spahr offers an excellent benefits package. A summary of available benefits can be found here in the Careers section of the firm’s website.

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.