Practice Assistant

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 Practice Assistant will support and work closely with the leadership of the Finance Department by providing executive administrative support, working with lawyers, legal administrative assistants, paralegals, and project assistants within the Department.

The Practice Assistant will also provide timely, high-quality transactional legal assistance with internal and external communications, calendar management, travel and meeting logistics, and office organization to ensure goals and objectives are efficiently and effectively achieved. This position is hybrid and offers a work schedule of 3 days in the office.

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 Practice 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.

• Ensuring assigned tasks are completed; delegating work when appropriate; addressing routine tasks without prompting.

• Arranging travel, meals and entertainment, and lodging, including for client development events.

• Scheduling conference room reservations including equipment and catering needs.

• Completing conflicts and matter intake process including drafting engagement letters, managing matter lifecycle, and coordinating audit letters.

• Managing billing processes in coordination with assigned billing specialist, delivering bills to clients in preferred format, addressing client billing requests; providing estimates, budget reports, and account statements as necessary.

• Processing and maintaining electronic and physical client records, ensuring timely filing of correspondence with clients, routinely preparing physical records for archiving.

• Assisting with the preparation, materials upload, and maintenance of document sites shared with clients.

What We're Looking For:

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

• Communication: Demonstrates the ability to listen and understand information and ideas presented.

• Innovative Thinking: Uses analytical skills to interpret the issue at hand and develop applicable or appropriate recommendations and solutions.

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

Required Experience:

Four-year college degree preferred or relevant work experience as a legal administrative assistant, paralegal, or closing coordinator, preferably with a title company, mortgage company, law firm, or other firm providing services to lenders or mortgage companies. Familiarity with a variety of multifamily financing executions.

Demonstrates a high degree of proficiency in the firm's computer applications and document management system, including but not limited to MS Office (Word, Outlook, Excel, PowerPoint), Kofax Power PDF Advanced, iManage, Elite, Workday and other practice area databases, as appropriate. Regular and predicable attendance is a core requirement of this position and the 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 $85,000 - $100,000 depending upon experience and location.

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.