Ballard Spahr LLP

Administrative Assistant

• Prepare and electronically file patent applications and related documents
• Manage and coordinate patent docketing deadlines
• Maintain and organize patent files and databases
• Communicate with clients, attorneys, and patent office
• General administrative support of attorneys on the team

Legal Administrative Assistant

Director

• Oversee daily business operations including financial health, internal organization, business development, practice expansion/recruitment, fee earner supervision & training.
• Work with Department Chair to drive regular meetings of the Department’s senior members, lawyers, and Practice Group Leaders by setting strategic agendas that advance productivity, staffing, financial performance, business development, and collaboration across offices.
• Support the creation/implementation of the practice groups’ business and marketing plans.
• Oversee the Department approval process of all new matters in conjunction with the new matter intake process.
• Manage the onboarding and offboarding processes for lawyers and business professionals.
• Monitor financial performance by reviewing financial reports/dashboards; manage non-billable expenses; contribute to quarterly collection committees.
• Oversee docketing professional teams, focusing on accuracy and process and system improvement.
• Ensure paraprofessionals receive appropriate supervision, continuous meaningful training and engagement.
• Organize agendas and programming for department meetings, including quarterly partner financial updates, all-fee earner sessions, monthly associate and attorney meetings, and in-person events such as the Annual Meeting and Firm Seminar.
• Conduct annual visits to each Ballard office with department presence; meet individually with local Matter Billing Lawyers regarding metrics/business development.
• Engage Office Managing Partners and Directors on recruiting, staffing, productivity and other local matters as needed.
• Collaborate with the Marketing and Business Development team; support business plans and departmental goals, ensure alignment with the budget, and review and approve expenses.
• Stay abreast of developments in legal technology and AI and integrate innovative tools into the Department’s operations to enhance efficiency, profitability, and client value.
• Implement technology and process improvements specific to IP practice management.
• Develop strategies with the Pricing and Profitability team for client arrangements.
• Collaborate with Attorney Career Advancement for salary adjustments and bonuses and set training curriculum for lawyers.
• Participate in recruiting and integration programs for lateral, promoted partners and counsel and lateral and entry-level associates; identify hiring lateral strategies.

Director of Practice Management

Billing Specialist

• Manage daily and monthly electronic billing workflow using client accounting system and e-billing applications
• Work closely with lawyers and assistants to obtain accrual information and submit estimates/accruals monthly by deadline
• Work with Pricing Team to submit new timekeepers/rates to various e-billing vendor sites
• Assist team members to ensure client and department deadlines are met
• Collaborate across teams in fast-paced environment, ensure accuracy in billing processes

Legal Administrative Assistant

Director of Practice Management

E-Billing Specialist