Legal Administrative Assistant, Transactional

Ballard Spahr • Phoenix, AZ

2d • Hybrid

About The Position

Ballard Spahr is a renowned national law firm with more than 750 lawyers across 19 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. We are seeking an experienced legal administrative assistant to work in a team of assistants who provide support to transactional attorneys in our Phoenix office. This position performs a variety of administrative and legal support duties and delivers high-quality support services to multiple internal and external clients, while exhibiting commitment to integrity and excellence. The position requires proactive problem solving and developing a thorough understanding of all firm and practice specific administrative processes and procedures, information technology systems, research tools and a broad-based understanding of the firm’s clients, matters and associated practices. The selected individual will work within a team of LAAs, sharing overflow responsibility and support to all timekeepers assigned to the team. This position is hybrid and offers a work schedule of 3 days a week 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. 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.

Requirements

• Growth Mindset: Agile, 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.
• Technical Skills: A high degree of proficiency in computer applications and document management system, including but not limited to MS Office (Word, Outlook, Excel), Adobe PDF, NetDocs, and other practice area databases, as appropriate.
• Teamwork: Works collaboratively with team members on a regular basis with the ability to assume responsibility with minimal supervision.
• Requirements include a minimum of 2 years of transactional experience in a law firm (real estate, corporate, and/or finance experience would be a plus but not a necessity) and top-notch accuracy and organizational skills; experience with time and billing and document management systems required.

Nice To Haves

• real estate, corporate, and/or finance experience would be a plus but not a necessity

Responsibilities

• Provide comprehensive legal administrative support, including extensive document production and coordinating closing materials.
• Ensure fee earners’ daily time entries are drafted in accordance with firm and client guidelines; and enter information into firm systems in a timely fashion.
• Prepare new business intake forms and open new client matters.
• Prepare and submit expense reimbursement diaries and process invoices.
• Maintain schedules and calendars, make travel arrangements, update contacts, and do other work as needed.
• Interact effectively, courteously, and professionally with clients, attorneys, staff and peers.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed