Legal Operations Coordinator

Vital Strategies is an international 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 73 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 non-communicable disease prevention, tobacco control, road safety, obesity prevention, overdose prevention, environmental health, vital statistics systems building and multidrug-resistant tuberculosis treatment research. Our programs are primarily concentrated in low- and middle-income countries in Africa, Latin America, Asia and the Pacific; the Overdose Prevention Program is our first initiative in the U.S. 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 and do not discriminate on the basis of race, color, religion or creed, gender, national origin, ancestry, actual or perceived age, physical or mental disability, veteran or military status, marital status, sexual orientation, predisposing genetic characteristics, alienage or citizenship status, gender (including gender identity or expression), partnership status, arrest or conviction record, or any other basis protected by local, state, or federal laws.

Read about Diversity, Equity and Inclusion and Vital Strategies: https://www.vitalstrategies.org/diversity-equity-and-inclusion-at-vital-strategies/

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 Coordinator will act as the official liaison for the legal department, training all new staff and serving as a key point 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 $64,000 to $75,000 USD. The candidate must have authorization to work legally in the US or UK at the time of hire.

Duties and Responsibilities:

· Own 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.

· 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.

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

· Manage the compliance check process for new subgrantees, vendors, independent contractors and staff.

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

· 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)