AI use among legal secretaries and administrative assistants is little observed so far. Measured exposure for legal secretaries and administrative assistants: 0% (little observed).

Share of this job’s tasks that AI is already used for at work, from real usage. It is not a forecast of job loss, and a low number means no use seen yet. Source: Anthropic Economic Index.

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About the job

Job Purpose:

The Legal Operations Coordinator is a key member of the global legal team, supporting the day-to-day legal operations including knowledge management, project management, board meeting administration and compliance checks. The global legal team includes the General Counsel, Associate General Counsel and a second Legal Operations Coordinator. The Legal Operations Coordinators act as official liaisons for the legal department, training all new staff and serving as key points of contact for any internal or external requests. This role will work with the team to streamline processes and drive the use of technology and automation systems to optimize legal operations.

This is a full-time position based in our New York office, where a hybrid, 2-day-per-week office schedule is in place. We offer highly competitive compensation and comprehensive benefits. The salary range for this position is USD $68,800 to $78,000.

Duties and Responsibilities:

· Assist with management of DocuSign and legal management systems and educate Legal’s internal business clients on how to use the system.

· Lead knowledge management for the Legal team, including drafting SOPs, educating stakeholders, and maintaining template libraries.

· Project manage legal-adjacent projects alongside our HR, Operations, Finance, Partnerships, and IT teams.

· 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. Also, 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 a liaison for the legal department; training all new staff and serving as a key point of contact for any internal or external requests.

· 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.

· Assist with management of the compliance check process for new subgrantees, vendors, independent contractors and staff.

· Coordinate with staff to ensure that the legal needs of all departments are addressed.

· Provide limited administrative support as needed.

· Other duties as assigned.

Qualifications:

Education and Degree -

· Bachelor’s Degree preferred; minimum of an Associate’s Degree, two years of college, or the equivalent

Skills and Abilities -

· 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

Professional Certification -

· New York Notary Public Certification preferred (will sponsor and support as needed)

Experience Required:

· At least 3 years of experience in a legal operations or paralegal role preferred

· 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)

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