Legal Operations Manager

Collectors Universe, Inc.; California (MO); On-site; USD 166,000 - 269,000; Full time

Benefits offered by this job

Health Insurance

401(K) Matching Plan

Vacation and Paid Holidays

Flexible Hours

Job summary

Collectors Universe, Inc. seeks a Legal Operations Specialist to join the in-house legal team in Santa Ana, CA.

The role blends legal, compliance, and operations, focusing on scalable processes and AI-enabled workflows; you’ll report to the General Counsel and work on-site at least four days a week. You’ll manage contract operations, privacy programs, IP docketing, governance, and cross-functional initiatives, while leveraging AI tools and standardized procedures to improve efficiency.

Qualifications

• 3+ years in legal operations, paralegal, or exec support in-house or at a law firm.
• Excellent organization and ability to manage high task volume across stakeholders.
• Comfortable with LLMs and AI-powered legal tools; proactive use.
• Strong written communication; draft routines without hand-holding.
• Experience with corporate governance, IP docketing, or compliance is a plus.

Responsibilities

• Contract Operations: manage intake, review workflows, renewal tracking, and repository hygiene.
• Compliance & Privacy Operations: support privacy program, data requests, cookie management.
• IP Operations: track patents/trademarks, inventor coordination, and outside counsel liaison.
• Corporate & Entity Operations: governance, subsidiary maintenance, board logistics, document retention.
• Legal Team Enablement: manage mailboxes, triage matters, route to attorneys.
• AI-Powered Delivery: leverage AI, maintain AI skill library, scale AI workflows.

Skills

Legal operations

AI tools

Written communication

Stakeholder management

Education

Paralegal certificate

Tools

Google Suite

Microsoft Office

DocuSign

Job description

About Collectors

Collectors is the leading creator of innovative technology that provides value-added services for collectors worldwide. We grade, authenticate, vault, and sell millions of record-setting collectibles, all while modernizing and digitalizing the process to further our mission of helping collectors pursue their passions. We’re always on the lookout for talented people to join our growing team. Our services span collectible trading cards, autographs, comic books, coins, video games, event tickets, and memorabilia. Our subsidiaries include PSA, PCGS, Beckett, SGC, and Card Ladder. Since our founding in 1986, we have graded and authenticated millions of items. We employ more than 3000 people across our headquarters in Santa Ana, California and offices in New Jersey, Texas, Florida, Japan, Shanghai, Hong Kong, Canada, Mexico, Germany, the UK, and France.

As part of our interview process, we request that candidates have their cameras on during video interviews. This helps foster meaningful conversation and allows us to create an experience that closely resembles our standard working environment. Certain interview steps may take place by phone. For remote roles, and at our discretion, candidates may be asked to participate in an on-site interview as part of the final stages of the process. We understand there may be occasional circumstances requiring accommodation and are happy to discuss them as needed.

Job Title

We are seeking a Legal Operations Specialist to join our in-house Legal team. This role sits at the intersection of legal, compliance, and operations, and is designed to create leverage for a fast-moving legal department supporting multiple high-growth business lines. The right candidate is highly organized, comfortable with ambiguity, and energized by building scalable processes. Proficiency with AI-powered legal tools is a must; we expect this person to actively use and improve the team's AI workflows from day one. You’ll report to the General Counsel and support the entire Collectors Legal team. You’ll work out of our Santa Ana, California headquarters. This role requires you to be on-site at least four days a week.

What You'll Do

• Contract Operations: Manage contract intake, review workflows, renewal tracking, and repository hygiene. Administer signature workflows across the legal team.
• Compliance & Privacy Operations: Support the company's privacy program, including data subject requests, cookie consent management, and privacy assessments. Manage compliance questionnaires and routine compliance intake.
• IP Operations: Support the company's patent and trademark docket, including deadline tracking, inventor coordination, and outside counsel liaison.
• Corporate & Entity Operations: Support corporate governance and entity management workstreams, including subsidiary maintenance, registered agent coordination, board and committee logistics, and document retention.
• Legal Team Enablement: Manage the Legal team's electronic and physical mailboxes, triage inbound matters, and route to the appropriate attorney.
• Support cross-functional workstreams involving multiple Legal team members (e.g., international expansion, M&A integration).
• AI-Powered Delivery: Leverage AI tools across all responsibilities. Maintain the Legal team's AI skill library and help scale the team's use of AI-powered legal workflows.
• Manage Legal’s electronic and physical mailboxes: triage matters, respond to routine inquiries, and route matters to the appropriate attorney.

Who You Are

• 3+ years of experience in a legal operations, paralegal, or executive support role at a law firm or in-house legal department
• Organized and accountable, with demonstrated ability to manage high task volume across multiple stakeholders simultaneously
• Comfortable with LLMs (e.g., Claude) and AI-powered legal tools; you use them proactively, not reluctantly
• Strong written communicator; you can draft a clean first pass on a routine document without hand-holding
• Comfortable working with legal, compliance, and operations teams in a fast-paced environment; in-house legal operations or corporate paralegal experience at a large public or private company preferred
• Proficient with Google Suite, Microsoft Office, and DocuSign; experience with contract management or IP docketing systems is a plus
• Paralegal certificate or equivalent legal administrative experience preferred; not required

Salary Range

Salary Range: The salary range for this position is 165,848-$269,259. Actual compensation on this range varies based on a variety of non-discriminatory factors, including location, job level, experience, and skill set. This role may be eligible for bonuses, commissions, or other forms of compensation, please ask your recruiter for details.

Reasons To Join Us

• Health Insurance: All full-time employees are eligible to enroll in Medical, Dental, and Vision
• Additional Benefits: Full-time employees are eligible for fertility, commuter, and educational assistance benefits
• 401(K) Matching Plan: We are proud to offer a competitive 401k matching plan to our employees to support their future financial goals
• Vacation: All salaried employees are eligible for flexible time-off
• Holiday Pay: All regular, full-time employees are eligible for ten company paid holidays
• Employee Discounts: Employees receive discounts on select grading services for approved submissions
• Flexible Hours: Many of our teams offer flexible schedules with varying shifts and will work with you to accommodate your needs
• Fun Working Environment: Our team members are invited to participate in celebrations, holiday events, and team building activities

Eligibility & Equal Opportunity

Candidates must be authorized to work in the United States.

Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Collectors uses e-Verify to validate your ability to work legally in the United States.

We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity or expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or other class protected by applicable law. We believe that a team that represents a variety of backgrounds, perspectives, and skills will better service the diverse community of collectors we support.

If you require an accommodation to apply or interview with us due to a disability or special need, please email [e-mail]

U.S. residents: for disclosures relating to personal information we collect during the employment application and recruitment process, please see our Privacy Notice for U.S. Applicants.