Legal Operations & Grants Manager

Justia, Inc.; New York (NY); On-site; USD 85,000 - 105,000; Full time

Job summary

Everytown for Gun Safety Action Fund in New York City seeks a Contracts and Legal Operations Manager to join the Office of the General Counsel. This role will manage the administrative lifecycle of contracts, grants, and charitable registrations, serving as the engine for these portfolios and bridging programmatic and infrastructure teams.

Based in our NYC office, you will coordinate intake, vetting, approvals, and data tracking, collaborate with vendors, field operations, and internal teams,

Qualifications

• 3+ years of experience in legal administration, paralegal work, or contract management.
• A bachelor's degree or equivalent combination of education and experience.
• Strong organizational skills, process execution, and high attention to detail.
• Excellent communication, interpersonal skills, and problem-solving abilities.
• Ability to multitask, meet deadlines, and work effectively in a high-pressured environment.
• Ability to work effectively with program and other Everytown staff, grantees, partners, vendors, and outside counsel.
• Discretion and ability to handle confidential issues and information.
• Familiarity with DocuSign, Google Suite, Salesforce, GuideStar, IRS website, and Quickbase preferred.

Responsibilities

• Manage the administrative lifecycle of contracts and grants, including intake, vetting of prospective vendors and grantees, routing for approvals, signature coordination, and database tracking.
• Oversee the front-line legal and business assessment of all contract requests, including suitability of vendors. Serve as the strategic partner to program staff by proactively resolving issues and exercising professional judgment to determine when matters require escalation to OGC attorneys.
• Draft standard vendor agreements and grant documents, escalating complex legal matters to OGC attorneys.
• Serve as a strategic partner to Field Operations and volunteer networks (e.g., Moms Demand Action). Participate in recurring meetings to ensure early visibility into field activities, partnering with teams to proactively navigate and resolve issues related to permits, event space agreements, and on-the-ground activations.
• Managing the grants and sponsorship portfolio within our grants management system, serving as a strategic partner to the Financial Operations team to ensure seamless and compliant processing.
• Coordinate final execution of contracts and grants, including uploading fully executed agreements to Quickbase and collecting documentation required for subsequent payment release.
• Support OGC attorneys with ongoing updates of organizations’ legal templates (contracts, grants, NDAs). Design and lead organizational training programs and office hours to empower program staff on vendor selection, legal intake processes, and compliance workflows.
• Provide administrative support for the Vendor, Grants, and Contracts portals, partnering with the IT Team to troubleshoot intake systems as needed.
• Support the data privacy portfolio by identifying and escalating data-related issues to OGC attorneys, and executing specific data-vetting processes during vendor reviews.
• Manage the charitable registrations portfolio, acting as the primary internal administrator and liaison to the vendor responsible for state-level filings.
• Coordinate the gathering of required internal financial data, signatures, and organizational documentation to support outside counsel in preparing initial registrations, annual renewals, and compliance reports.
• Maintain a high-level internal tracking system to monitor the status of all solicitation registrations, ensuring outside counsel has the necessary resources to meet all statutory deadlines.
• Serve as the designated backup for the administrative support of the lobbying and electoral compliance portfolio, ensuring continuity of operations when the primary manager is unavailable.
• Monitor registered agent portal(s) to identify and communicate any new issues/filings for OGC attorneys.
• Manage and update the internal trademark tracker, ensuring all application statuses, renewal deadlines, and office actions are accurately recorded.
• Assist OGC attorneys with other administrative aspects of their work, as needed.

Skills

Legal administration

Paralegal experience

Contract management

Organizational skills

Communication

Multitasking

Education

Bachelor's degree or equivalent

Tools

DocuSign

Google Workspace

Salesforce

GuideStar

IRS website

Quickbase

Job description

Everytown for Gun Safety Action Fund in New York City seeks a Contracts and Legal Operations Manager to join the Office of the General Counsel. This role will manage the administrative lifecycle of contracts, grants, and charitable registrations, serving as the engine for these portfolios and bridging programmatic and infrastructure teams.

Based in our NYC office, you will coordinate intake, vetting, approvals, and data tracking, collaborate with vendors, field operations, and internal teams,