Legal Operations Coordinator

Vital Strategies; New York (NY); Hybrid; USD 69,000 - 78,000; Full time

Job summary

Vital Strategies, a global public health organization based in New York, seeks a Legal Operations Coordinator to support day-to-day operations, knowledge management, and process automation within the legal team. This full-time role reports to the General Counsel and offers hybrid work with 2 days in the New York office, competitive compensation, and comprehensive benefits.

Responsibilities include managing DocuSign and legal systems, leading knowledge management, budgeting, and coordinating with

Qualifications

• 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 deadlines; track project plans to completion.
• Strong communication skills; clear verbal and written communication; adapts to audience.
• Tech savvy; experience with legal tech systems; CLM and CRM tools.
• Business proficiency in another language (Spanish, French, Portuguese, Chinese) helpful.

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 with HR, Operations, Finance, Partnerships, and IT teams.
• Track legal budget and expenditures and implement process improvements.
• Identify scalable tools and drive the use of technology and automation to improve department operations.
• Coordinate with intranet, SharePoint and Teams to enhance knowledge management.
• Coordinate with Vital’s international offices and related entities in Brazil, China, Singapore, France, Ethiopia, and India.
• Act as liaison for the legal department; training new staff and handling requests.
• Assist with organizing and managing board meetings and governance procedures.

Skills

Confidentiality

Analytical skills

Organization & multitasking

Communication

Learning agility

Team collaboration

Tech-savviness (legal tech)

CLM & CRM tools

Education

Bachelor’s degree preferred

Associate’s degree / 2 years college

Tools

Microsoft 365 (Word, Excel, PowerPoint, SharePoint, Teams)

Job description

Job Brief

Legal Operations Coordinator

Vital Strategies is a global public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury, and death. We currently work in more than 80 countries, supporting data-driven decision-making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include noncommunicable disease prevention, tobacco control, road safety, food policy, environmental health, and data for health. Our programs are concentrated in low-and-middle-income countries and cities in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

Vital Strategies is committed to building a diverse, equitable and inclusive (DEI) organization. We believe our programs are strengthened when they are developed and supported by individuals with diverse life experiences, whose understanding of social and cultural issues can help make our work and workforce more inclusive. We welcome applications from people of all backgrounds.

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 afull-time positionbased 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)