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Legal Administrative Assistant

4 months ago

Philadelphia, Pennsylvania, United States Ballard Spahr LLP Full time
Department: Litigation

Ballard Spahr LLP has an excellent opportunity for a legal administrative assistant with demonstrated technical, administrative, and executive support skills to support an experienced litigation Partner, as well as other lawyers/legal teams, from our Philadelphia office. This role requires attention to detail, organizational skills, juggling multiple critical requests across internal and external clients, and the ability to proactively anticipate lawyer and client needs. A high level of integrity and professionalism is critical.

Essential responsibilities include:

Internal and External Communications

  • Answers telephone and screens and delivers messages to legal team, and assists in the tracking and management of return communications.
  • Screens and filters incoming mail; handles or redirects items to the appropriate person; assists in the tracking and management of return communications.

Billing and New Client and Matter Intake

  • Assists with proper intake of new clients and client matters.
  • Organizes conflict check, client intake, and the opening of new matters in a manner consistent with Firm Policies and direction of Partner.
  • Proactive review, proofing, and overall management and delivery to client of invoices for legal services, in coordination with partner and assigned billing specialists, including developing of relationships with our clients' administrative counterparts.

Calendar Management and Meeting Logistics

  • Proactive management of calendar and scheduled activities, as well as the organization of live and virtual team meetings of Firm lawyers across offices and with clients located in different time zones.
  • Manages the scheduling for Partner and regular and ad hoc legal team and legal leadership meetings, including reserving conference room space, on-site
  • catering services, and any necessary equipment or supplies.
  • Manages related communications with attendees, including those from outside organizations.
  • Assists with attorney preparation of meeting agendas, presentation materials, minutes, and other internal communications.

Travel

  • Works with Firm's Travel Center to arrange, coordinate, and calendar out-of-town travel of Partner and other lawyers, including transportation, reservations, meals, lodging, and invoice/expense reimbursement.

Office Organization

  • Maintains order and control of the workspace through a logical and prompt filing discipline and through efficient disposal of unnecessary or duplicate items.
  • Integrates Attorney files with the firm's records management system to ensure proper tracking, retention, and destruction of files.
  • Maintains Outlook contacts and other resources.
  • Organizes and maintains files utilizing the firm's electronic records management system, and other duties and special projects as assigned, specifically including trial preparation assistance.
  • Organize and maintain Continuing Legal Education records.

Litigation Support

  • Assist in drafting correspondence with courts and opposing counsel, as well as entering edits to legal documents, including motions, legal briefs, attorney trial outlines, discovery papers, and research.
  • Help prepare both paper and electronically stored libraries, files, and binders of relevant documents for use by Partner and legal team.
  • Knowledge regarding electronic filing of legal documents in state and federal courts.
  • Assist with organizational and administrative tasks for trial team during trial prep and trial.

Qualified applicants will be highly motivated, possess strong communication, organizational, and client service skills. Top-notch accuracy, spelling, grammar and proofreading skills are necessary. The ability to work co-operatively in a team environment to manage competing deadlines is required. A high aptitude for learning new skills, processes, and systems quickly is preferred. Applicants will be comfortable in a fast-paced environment while maintaining flexibility and composure.

This position requires a high degree of organization, and a high degree of proficiency with Microsoft Office, including Word and Outlook, and preferably Excel and PowerPoint. Experience with time and billing systems preferred. Experience with document management systems a plus.

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.

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