Legal Executive Assistant

Ballard Spahr; San Francisco (CA); On-site; USD 120,000 - 140,000; Full time

Benefits offered by this job

Benefits package

Job summary

Ballard Spahr is seeking an experienced Legal Executive Assistant to provide high-level administrative support to a Litigation Partner and litigation team in San Francisco. The role requires managing complex calendars, coordinating travel, handling deadlines, and maintaining case documentation in a fast-paced legal environment.

The position offers an initial in-office schedule with potential for hybrid work over time and includes a comprehensive benefits package.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 5 years of experience as an executive administrative assistant, legal executive assistant, or similar role.
• Experience supporting a litigation practice is required.
• Strong calendar management, scheduling, and project coordination skills.

Responsibilities

• Manage a Litigation Partner's complex calendar, including court appearances, depositions, mediations, arbitrations, trials, and client meetings.
• Coordinate travel arrangements, meeting logistics, and expense reporting.
• Monitor litigation schedules, court deadlines, discovery obligations, and other critical case milestones.
• Organize and maintain litigation files, pleadings, correspondence, and case-related documents.
• Coordinate trial, hearing, deposition, and mediation logistics, including travel, exhibits, courtroom technology, and vendor management.
• Serve as a liaison between attorneys, clients, courts, opposing counsel, vendors, and internal departments.
• Support business development initiatives, client events, CLE programs, and special projects.
• Assist with client intake, conflict checks, billing support, and other administrative processes.

Skills

Calendar management

Scheduling

Project coordination

Communication

Organization

Client service

Teamwork

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Legal technology platforms

Job description

Department: Office Administration

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.

We are seeking an experienced Legal Executive Assistant to provide high-level administrative and operational support to a Litigation Partner and related litigation team. This role serves as a key point of contact for clients, attorneys, court personnel, and firm staff while managing complex schedules, litigation‑related activities, travel coordination, and critical case support functions. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast‑paced legal environment.

This full‑time position offers an initial in‑office work schedule, with the opportunity to transition to a hybrid arrangement over time.

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 Executive Assistant within our Office Administration team, you will:

• Manage a Litigation Partner's complex calendar, including court appearances, depositions, mediations, arbitrations, trials, and client meetings.
• Coordinate travel arrangements, meeting logistics, and expense reporting.
• Monitor litigation schedules, court deadlines, discovery obligations, and other critical case milestones.
• Organize and maintain litigation files, pleadings, correspondence, and case‑related documents.
• Coordinate trial, hearing, deposition, and mediation logistics, including travel, exhibits, courtroom technology, and vendor management.
• Serve as a liaison between attorneys, clients, courts, opposing counsel, vendors, and internal departments.
• Support business development initiatives, client events, CLE programs, and special projects.
• Assist with client intake, conflict checks, billing support, and other administrative processes.

What We’re Looking For:

• Growth Mindset: Self‑motivated with a passion for continuous learning and process improvement.
• Communication: Excellent verbal and written communication skills with the ability to interact professionally with attorneys, clients, and staff.
• Organization: Exceptional organizational and time‑management skills with the ability to balance multiple priorities.
• Client Service Orientation: Demonstrated commitment to providing exceptional service to internal and external clients.
• Problem Solving: Sound judgment, discretion, and the ability to anticipate needs and resolve issues proactively.
• Teamwork: Ability to build strong working relationships and collaborate effectively across departments.

Required Experience:

• Bachelor’s degree or an equivalent combination of education and experience.
• Minimum 5 years of experience as an executive administrative assistant, legal executive assistant, legal assistant, or in a comparable professional support role.
• Experience supporting a litigation practice is required.
• Strong calendar management, scheduling, and project coordination skills.
• Demonstrated ability to manage multiple priorities and work effectively under pressure.
• Proficiency with Microsoft Office Suite and legal technology platforms.
• Law firm or legal industry experience preferred.

The targeted salary range for this position is from $120,000 – $140,000, which reflects the firm’s good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors such as the candidate’s experience and qualifications.

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.

At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture foster 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.