Legal Operations Associate

The Legal Operations Associate works closely with our team of lawyers to provide legal operations support for end-to-end processes, technical and operational support for Legal's SaaS solutions, and administrative support to the Legal Department. The associate ensures the department's efficient and effective operation on a privileged and confidential basis and regularly interfaces with Legal’s internal business clients.

*This position requires onsite in our NYC office. 

Primary Job Duties

• Provides legal operations and administrative support to all attorneys on a privileged and confidential basis, including, without limitation, reviewing and preparing contracts, documents, case and matter binders, virtual hearings, and other projects. Prepare/revise/finalize sensitive, routine and advanced correspondence; organize and maintain Department files; manage department calendars. 
• Utilizes High Q, DocuSign, virtual meeting software, and/or other privileged/confidential legal management systems, including, without limitation, tagging contracts for critical dates, tagging critical provisions for reporting purposes, tracking contracts throughout the contract review process, maintaining, updating and managing the HighQ workflows, adding new users to HighQ, acting as the point-of-contact between the internal business clients and the Department with respect to HighQ, carrying out security protocols for HighQ, and educating Legal’s internal business clients on how to use HighQ.  
• Facilitates and manages the corporate contracts review process, including, but not limited to, performing initial review of contract review requests from internal business clients for completeness and compliance with contract review policies and following up with the internal business client to note any deficiencies and highlighting appropriate areas in assisting internal clients in contract review protocol compliance; keeping a record of contract review requests, completion and status; working with attorneys to pinpoint and resolve contract compliance questions; following up with internal business clients to obtain fully executed agreement; obtaining and reviewing certificates of insurance and reviewing them for accuracy and following up to obtain fully executed originals from appropriate internal business clients when necessary.
• Assist in a wide variety of complex, sensitive, and confidential situations and in the production of time-sensitive materials.
• Organizes, maintains, and accesses over 2,000 Legal Department files, both paper and electronic.
• Schedules, coordinates, and organizes onsite and offsite meetings, Trial Boards, conferences, and events; coordinates food and beverage service, reserves rooms, makes hotel and travel arrangements and prepares materials.
• Assists in preparing for Trial Boards by coordinating the selection of the date; securing court reporter, preparing necessary materials and supplies; coordinating, arranging, and facilitating the virtual meeting; preparing and processing expenses related to the Trial Board, including expense reports for the Trial Board members.
• Assists in preparing records for Event Committee Appeals by maintaining both paper and electronic files for the appeals; preparing appeal books for the Trial Board, the memo going with the appeal, the decision form, and the expense form. Communicating with Trial Board members and facilitating delivery and receipt of appeal records. Processes the expense forms when received and follows up with Trial Board members regarding expense forms.
• Assists in coordinating the corporate insurance application process including compiling required information from departments, corporate-wide and from subsidiaries and affiliates. Maintains files for each corporate insurance application including, but not limited to, the email requests for information and the responses sent. Assists in processing claims.
• Provides assistance in maintaining the Departmental budget.
• Answers phone calls for the Legal Department, handling calls as appropriate, and resolving matters whenever possible.

Requires Skills, Specialized Knowledge and Competency Requirements

• Advanced technical skills, particularly in Adobe Acrobat and Microsoft Office systems, including Word (with tools like Track Changes and Compare), Excel, PowerPoint, and Outlook. Familiarity with cloud-based legal management platforms such as SharePoint and High Q, as well as web conferencing solutions, is required.
• Quick adaptation to AKC terminology, key players, and programs is essential.
• Strong background in handling privileged and confidential information is needed. 
• Support must be delivered with a high degree of initiative, confidentiality, tact, sound judgment, and professionalism; demonstrating diplomacy and creativity in work strategies and interactions with others.
• Excellent organizational skills, attention to detail, and a willingness to learn are required. Strong verbal and written communication skills, along with meticulous attention to detail, are essential.
• Ability to proofread material for grammatical, typographical, or spelling errors and inconsistencies is necessary.
• Proven capability to multi-task, prioritize, organize, manage projects, databases, and files, and meet deadlines is crucial.
• Strong interpersonal skills are crucial, including a friendly demeanor and the ability to connect with a diverse range of people and personalities. Ability to stay pleasant, professional, consistent, and calm under pressure. Flexibility and a team-oriented attitude are essential.

The salary range for this position in New York City is $70,000 - $80,000/year; however salary offered may vary depending on skills, experience, job-related knowledge, and location.

Salary : $70,000 - $80,000