Legal Operations Coordinator

$64,000 - $75,000/Yr

Vital Strategies Pte Ltd - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Legal Operations Coordinator at Vital Strategies plays a crucial role in supporting the global legal team by managing day-to-day legal operations. This position involves a variety of responsibilities including knowledge management, project management, board meeting administration, and compliance checks. The Coordinator will serve as the official liaison for the legal department, providing training to new staff and acting as a key point of contact for internal and external requests. The role is designed to streamline processes and enhance the use of technology and automation systems to optimize legal operations, ensuring that the legal team operates efficiently and effectively. In this full-time position based in New York, the Coordinator will be responsible for owning knowledge management for the legal team, which includes drafting standard operating procedures (SOPs), educating stakeholders, and maintaining template libraries. The Coordinator will also project manage legal-adjacent projects in collaboration with various departments such as HR, Operations, Finance, Partnerships, and IT. Organizing and managing board of trustee meetings, preparing sensitive correspondence, and maintaining department files are also key responsibilities. The role requires the use of legal management systems and tools like DocuSign, and the Coordinator will educate internal business clients on how to utilize these systems effectively. Additionally, the Coordinator will manage the compliance check process for new subgrantees, vendors, independent contractors, and staff, track the legal budget and expenditures, and implement process improvements. The position also involves evaluating technologies to assess future needs and making recommendations for scalable tools to enhance department operations. The Coordinator will facilitate knowledge management through maintaining resources on the intranet, SharePoint, and Teams, and assist in coordinating legal issues and requests from Vital's international offices in various countries.

Responsibilities

• Own knowledge management for the Legal team, including drafting SOPs, educating stakeholders, and maintaining template libraries.
• Project manage legal-adjacent projects alongside HR, Operations, Finance, Partnerships, and IT teams.
• Assist with organizing and managing board of trustee meetings and related board documentation/governance procedures.
• Prepare/revise/finalize sensitive, routine and advanced correspondence; organize and maintain department files both paper and electronic; manage department calendars.
• Utilize DocuSign and legal management systems and educate Legal's internal business clients on how to use the system.
• Manage the compliance check process for new subgrantees, vendors, independent contractors and staff.
• Track legal budget and expenditures and implement process improvements.
• Assist in evaluation of technologies and underlying process requirements to assess future needs and make recommendations; identify scalable tools and implement them.
• Drive the use of technology and automation systems to improve department operations.
• Facilitate and enhance knowledge management through maintaining resources on the intranet, SharePoint and Teams.
• Assist in coordination of legal issues, projects and requests from Vital's international offices and related entities in Brazil, China, Singapore, France, Ethiopia, and India.
• Act as official liaison for the legal department; training all new staff and serving as a key point of contact for any internal or external requests.
• Coordinate with staff to ensure that the legal needs of all departments are addressed.
• Provide limited administrative support as needed.
• Other duties as assigned.

Requirements

• Bachelor's Degree preferred; minimum of an Associate's Degree, two years of college, or the equivalent.
• At least 3 years of experience in a legal operations or paralegal role preferred.
• Demonstrates superior initiative and ensures strict confidentiality at all times.
• Excellent analytical skills, with commitment to continuous improvement.
• Highly organized and detail oriented with ability to multitask and balance competing deadlines; possesses a track record of managing project plans, timelines and deadlines to completion.
• Strong communication skills; communicates clearly and is effective with verbal and written communications; adapts communication style to needs of the audience.
• Quick and motivated learner, eager to jump in and take on new challenges to improve work product.
• A team player, self-starter and skilled in spotting issues and mistakes in legal documents.
• Tech savvy, ideally possessing experience with legal technology systems as well as CLM and CRM tools.
• Familiar with Microsoft 365 suite of applications (i.e., Word, Excel, PowerPoint, SharePoint, and Teams).
• Business proficiency in another language (Spanish, French, Portuguese, Chinese) helpful but not required.
• New York Notary Public Certification preferred (will sponsor and support as needed).

Nice-to-haves

• Experience with designing, developing, documenting, mapping, and implementing processes and workflow improvements.
• Committed team player, with experience in building trust, a strong rapport and collaborative relationships (including with team members in Legal, Operations, HR, IT, Finance, and more).

Benefits

• Highly competitive compensation
• Comprehensive benefits package
• Hybrid work schedule (2 days in office)