Legal Operations Specialist

This is a fully remote position, open to applicants in Spain.

📋 Description

• Oversee the calendars, meetings, deadlines, and recurring workflows for the General Counsel and the team, spanning multiple time zones.

• Assist with scheduling and logistics for board and committee meetings, including travel arrangements, materials preparation, record-keeping, expense reporting, and follow-up actions.

• Act as the administrator for the board portal, aiding in the management of board and committee content, user access, record retention, and troubleshooting issues.

• Collaborate with executive and administrative assistants to coordinate the logistics of board meetings.

• Manage legal invoices, purchase requests, and expense tracking, which includes coding, securing approvals, reconciling accounts, and liaising with Finance and external providers.

• Oversee the legal intake process by monitoring requests, gathering necessary information, assigning matters, tracking their status, responding to business teams, and addressing urgent or sensitive issues.

• Supervise legal review workflows, encompassing the general legal inbox and the Contract Management System.

• Manage legal and compliance systems, ensuring user access, data quality, template management, matter record keeping, reporting, and the operation of the central compliance portal.

• Support the Vendor Management Function by overseeing requests, reviewing workflows, and responding to inquiries.

• Assist in staff compliance e-learning program campaigns via the compliance portal.

• Coordinate Team communications, guidance, training materials, and updates across internal channels.

• Facilitate the adoption of contract review policies and procedures through training, guidance, intake support, and process documentation.

• Handle insurance matters, including applications, renewals, certificates, claims support, and stakeholder inquiries.

• Maintain state corporate, charitable solicitation, and fundraising registrations, calendars, and supporting records.

• Ensure timely filings in collaboration with the General Counsel, Finance, Development, and external providers.

• Provide administrative support within the global entity management portal and keep accurate entity records.

• Offer virtual or online notarial services for eligible documents and maintain requisite notarial records.

• Develop and uphold standard operating procedures, dashboards, calendars, and metrics for workload, service levels, compliance obligations, and process enhancements.

• Perform additional duties as required.

⛳️ Requirements

• A minimum of eight years of relevant experience in legal operations, paralegal work, compliance, or executive administration, with significant experience in an in-house legal department.

• Experience in the nonprofit sector is mandatory.

• Strong understanding of U.S. state corporate and charitable solicitation registrations, filing requirements, and compliance calendars.

• Exceptional judgment, discretion, and practical problem-solving abilities, including the capacity to identify risks and escalate issues appropriately.

• A commitment to the mission, values, and objectives of the Internet Society.

• Experience in supporting a globally distributed workforce and coordinating work across various time zones and cultural contexts.

• Strong interpersonal skills and the ability to thrive in a multicultural, multidisciplinary environment.

• Excellent written and verbal communication skills, with the ability to simplify complex legal and compliance processes into clear guidance for diverse audiences.

• Legal operations or project management certification is preferred.

🏝️ Benefits

• Generous paid time off and paid public holidays.

• Benefits are aligned with local in-country guidelines.

• Paid community volunteering opportunities.

• Annual company contribution towards professional development or higher education.

• Flexible work-from-home arrangements.

• Competitive compensation and benefits package.