compilation of representative job descriptions · compilation of representative job descriptions ....

Compilation of

Representative Job Descriptions

Compilation of Representative Job Descriptions Introduction This compilation is based on an analysis of like job descriptions we have posted in our Career Center and upholds ACC Legal Operations Section eligibility criteria for legal operations professional jobs. Please keep in mind that the same job title may vary by size, region and industry, etc., of hiring company. Taking that into account, we have selected a cross section of jobs by reporting structure.

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CONTENTS

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Section One: Heads of Legal Ops Head of legal operations, reporting to the GC or someone other than the GC

Title Selection• Director, Chief of Staff• Director of Legal Ops• Executive Director – Legal

Operations

• Head of Legal Operations• Head of Legal Ops (Regional)

Small Law Department • Legal Operations Specialist

Industry Selection • Education Services• Finance, Banking or Insurance• Mining• Non-Profit, Industry Group or

Trade Assoc.

• Pharmaceuticals• Public Administration• Retail/Manufacturing• Technologies• Transportation

Section Two: Managers of Legal Ops Manager of a portion of legal operations, reporting to head of legal operations

Title Selection • Legal Billing Analyst• Legal Operations Lead, EMEA

Region

• Legal Operations Manager

Industry Selection • Arts, Entertainment and

Recreation • Finance, Banking or Insurance• Information Technology• Manufacturing

• Pharmaceuticals• Professional, Scientific &

Technical Services• Real Estate• Telecommunications

Section Three: Individual Contributors Individual contributor, reporting to the head of operations or someone in law department

operations other than head of operations Title Selection

• Learning and DevelopmentManager

• Legal Operations and eBillingSpecialist, AVP

• Legal Technology & AnalyticsSpecialist

• Records Manager• Legal Operations Coordinator

Industry Selection• Accommodation & Food Services• Finance, Banking or Insurance

• Information Technology• Retail Trade

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Section One: Heads of Legal Ops

Heads of Legal Operations reporting to the GC or someone other than the GC

Back to Contents

Sample, representative job Report To Industries Director/Chief of Staff

GC

Information Technology

Head of Legal Ops (Regional) Head of Global Ops

Pharmaceuticals

Executive Director – Legal Operations

GC Manufacturing Retail Trade

Head of Legal Operations Unspecified Information Technology

Director of Legal Operations GC Finance, Banking or Insurance

Executive Director-Legal Operations, Office of the General Counsel

GC Educational Services Non-Profit, Industry Group or Trade Association Public Administration

Small Law Department

Legal Operations Specialist GC Mining Manufacturing Retail Trade

3Section One - Heads of Legal Operations

Director/Chief of Staff Operational Planning and Execution

• Help develop, refine and promote the legal department’s mission, and develop and execute on the department’s short and long-term operations plan

• Provide creative thinking to help identify and develop cutting-edge strategies for increasing value and reducing outside legal spend, while maintaining excellent legal representation and optimizing engagement practices with our law firms

• Manage other plans or initiatives to make the legal department more efficient, as delegated by the General Counsel

• Create metrics and monitor progress to measure success against plans • Benchmark both internally and externally to stay on top of current trends and

best practices

Finance and Budget Management

• Partner with legal leadership, finance and procurement to develop and manage the legal annual operating plan and all department budgets

• Lead the operational planning process to determine future headcount and spend by practice area and site. Work as a primary interface between the legal department and finance

• Identify, collect, and report on key performance indicators and metrics on a global basis that are meaningful and relevant in ascertaining the legal team’s budget management performance, including spend analysis, efficiency initiatives and technology

Legal Information Technology

• Assess all department resources related to matter management, knowledge management, eDiscovery, ethics & compliance, document management, and billing management, then over time implement best in class technology, systems and processes

• Once eBilling partner is selected, partner closely with provider to implement system, enhancements, run detailed reports within the software tool and create spend dashboards

• Create and manage websites and all knowledge management tools and processes

• Develop expertise on legal tech and assessing other tools which may include contract management, content & knowledge management, IP management, business process enhancement, e-signature, board of directors management, eDiscovery, litigation hold, compliance management and subsidiary management. As the company and legal department grow, lead the effort to implement appropriate systems,

eDiscovery, Documentand Records Management

• Streamline eDiscovery processes (legal holds, document review and management), reduce spend and partner with eDiscovery vendor if appropriate


• Develop, track and improve efficiencies, processes and cost controls of eDiscovery and records management platforms

• Manage and continuously improve the document management process across the entire department

• Implement knowledge management program such that information is easy to find for both the legal department team and its clients

Outside Counsel and Legal Vendor Management

• Lead the law firm and third-party vendor management programs with the aim of reducing spend, maximizing value, and improving predictability, all while improving the quality of outside legal representation

• Conduct vendor RFPs where appropriate • Update master retention agreement and outside counsel billing guidelines • Create a tracking system that will provide quick access to data on each

engagement and pricing model • Manage relationships with law firms and other outside vendors • Develop pricing models and templates for use across the department • Develop creative matter-specific fee arrangements in partnership with managing

attorneys • Negotiate fee arrangements with outside counsel firms and third-party vendors • Create data and reporting processes to monitor pricing performance and savings • Collect and organize outside counsel data, leverage data in future negotiations

Communications and Administration

• Stay abreast of industry trends, analyze outside counsel billing practices against in-house guidelines, and maintain an updated outside counsel guidelines document and related tools.

• Work with GC Staff to ensure the legal department’s workflow is aligned to priorities and to identify solutions to increase overall efficiency

• Work cross-functionally with professionals in Legal, Finance, IT, Procurement and others

• Manage new hire onboarding processes for the legal department; • Recruit, select, train, appraise performance, and administer salaries of reporting

employees • Oversee development and implementation of department policies and trainings • Manage the department’s linkages with HR, IT and other Staff Functions, helping

to implement Company initiatives and minimize attorney time spent on such initiatives

• Develop and implement the department’s strategic communications plan, e.g. newsletters, announcements, and messages from leadership team; ensure communications goals support department and company objectives; measure effectiveness and relevance

• Identify training opportunities, facilitate education on best practices, and help create department-specific guidelines and policies

• Coordinate quarterly department meetings and GC Staff Meetings by developing agenda with GC and leadership team, record notes and action items in each meeting, document and follow up on action items between meetings

• Perform special projects and responsibilities assigned by the General Counsel


Qualifications

• Bachelor’s Degree required preferably in Business, Finance, InformationTechnology or equivalent combination of education and professional experience,MBA preferred

• Five plus years of total work experience in operations or law firm management,five years in legal operations, and billing and pricing

• Executive management experience and proven track record of making an impact,developing and executing on strategies and delivering superior results in both theshort and long term

• Demonstrable experience with alternative fee arrangement cost modeling• In-depth understanding of law firm billing, pricing and compensation practices• Strong understanding of litigation/transaction matter lifecycles, and legal delivery• Technology-savvy; proficient in all Microsoft Office applications, especially Excel;

expertise with eBilling software• Proven negotiation skills with senior partner level outside counsel attorneys and

pricing directors of law firms. Demonstrated track record of influencing seniorlevel stakeholders (both internal and external)

• Excellent written and oral communication skills. Strong ability to communicateconcisely with a wide variety of audiences, including senior management and keyexternal stakeholders and proven ability to engage, influence and alignstakeholders

• Demonstrated ability to build and lead a complex function; success managing,leading and coaching others in a large, global organization in order to achieveobjectives; and execute projects

• Capacity to think strategically to identify issues and develop long-term solutions• Demonstrated project management skills

Back to Section Contents


Regional Head of Legal Operations Organization Fit

Reports to Global Head of Legal Operations and is a member of the Americas leadership team Responsible for overseeing non-legal strategic and operational aspects of running the Americas regional Legal function as directed by, and in close coordination with the global Legal Operations group. Because of the need for this direction and close coordination, this position shall report on a dotted line to the global head of Legal Operations. Works closely and collaborates with senior leadership across all functions of the company Purpose of Position

The Americas Regional Head of Legal Operations is a critical senior leader who will bring leadership, knowledge and experience necessary to drive peak operational performance. This position will lead, oversee and manage all non-legal operational aspects of the Americas Legal group, including financial management and budgeting, information technology support coordination, contract management, outside counsel/vendor management, training on legal policies, departmental communications, project management support and general administrative support.

Essential Job Responsibilities

The Americas Head of Legal Operations will be responsible for the following under the direction and in close coordination with the Americas RGC and head of global Legal Operations:

General:

• Providing entrepreneurial and innovative thought leadership to the Americas RGC to deliver best in class support across the Americas Legal function and to develop and execute departmental initiatives to further enhance client service and delivery, enabling technologies, team development, as well as efficiencies of these functions in a coordinated approach

• Head of Legal Operations for Americas will report to Americas RGC and with dotted line to Global Legal Operations

Business Planning, Budget, Financial Controls:

• Work with the Americas RGC Leadership Team (LT) to oversee, develop and manage the Legal department's annual strategic plan and manage and facilitate plan development, communication, reporting and ongoing measurement against objectives


• Act as primary contact with Finance to prepare and manage the department's budget, including projections, forecasting, regular and periodic reporting, reserves, accruals and any other reporting or projects that may be requested by the Americas RGC or the head of global Legal Operations

• Manage and oversee all outside counsel billing within the Americas RGC Group, including paying outside counsel, including maintaining a billing database and ensuring consistent quality of the billing process ranging from invoice review, payment and tracking as well as communicating with Americas RGC LT, head of global Legal Operations and Finance

Law Firm Management:

• Participate in relationship management • Develop and maintain evaluation criteria and performance scorecards • Manage and maintain alternate fee arrangements (AFA) • Reconcile outside counsel bills with agreed upon rates, discounts and other agreed

upon terms • Manage engagement letter process • Lead and oversee preferred provider process for Americas region working closely

with global and regional stakeholders, including Procurement, as well as global Legal Operations

Information Technology:

• Legal liaison with IT, coordinating closely with IT. Will represent Americas legal function with IT and manage IT spend for Legal projects.

• Assist with legal hold orders (issuing, maintaining and lifting) as well as e-discovery related matters as may be requested by attorneys and other appropriate Legal personnel

• Ensure Americas legal team is supported with technology to allow the most efficient and effective legal services and overall client satisfaction. Monitor efficient/effective use of technology, including identifying and evaluating emerging technology and make recommendations regarding tools and systems reflecting best practices/latest standards

• Provide end user technical and training support • Deliver reports/metrics from applications • Manage relationship with technology vendors (e.g. Ariba) to update and maintain

systems and tools working closely with regional and business stakeholders (e.g. Contracts & Outsourcing (C&O))

• Oversee legal technology operations (including e-billing, matter management)

Client Service & Delivery:

• Develop and maintain strong and effective working relationships and partnerships with other departments and other operational teams to align Legal resources to needs of clients, eliminating duplicative processes

• Develop and implement performance metrics to measure client satisfaction


• Oversee, manage and implement training on Legal policies, coordinating with other regions, stakeholders and Ethics & Compliance

Project Management:

• Oversee and provide project management support for legal projects and initiatives, such as -developing scorecard and metrics, and coordinating with Ethics & Compliance as needed

• Make recommendations to Americas RGC regarding resource allocation for projects

• Other projects that may be requested by Americas RGC or head of global Legal Operations

General Administration:

• Develop and implement administrative policies and procedures, including on-boarding and off-boarding Legal personnel, Legal approval process etc. to assure consistency

• Manage and oversee engaging, on boarding and off boarding temporary and contract staff for Legal teams and providing such additional support as may be requested

• Partner with HR • Coordinate CLE/training initiatives • Plan and coordinate Legal meetings, Americas regional town halls and other

regional events • Maintain Org Chart, phone lists and email groups for Americas legal team

Coordinate Americas Legal communications • Coordinate facilities management • Monthly Reports • Other projects as may be requested by Americas RGC or head of global Legal

Operations

Knowledge, Experience, and Abilities Required

Required qualifications include:

• 7 or more years of experience in running an operations function for a law firm or legal department of a multi-national company

• Excellent ability to grasp legal and business issues quickly, strong analytical problem solving and decision making skills, exercise sound judgment and provide practical and constructive advice in a time-sensitive, dynamic and fast paced complex global environment

• Experience in contract lifecycle management, including process redesign, technology and project management

• Strong client orientation with a constructive approach to resolution of issues


• Ability to demonstrate sound and independent judgment, strategic thinking, creativethinking, prudence and maturity in complex and sensitive matters

• Experience with law department technologies, including but not limited to mattermanagement, e-billing, document management, discovery management andcontract management

• Strong problem solving skills with superior attention to detail to drive practicesolutions to align with legal and business needs

• Strong project management experience/skills• Ability to build relationships internally as well as externally. Results oriented team

player and able to work in a highly collaborative business environment• Excellent communication (written and oral) skills, including strong presentation and

executive presence• Strong leadership and planning skills• Does not confuse effort for results• Excellent management skills, including the ability to effectively motivate and

manage a team• Strong work ethic and ability to manage large workload, multi-task and focus on

critical priorities and otherwise effectively meet client needs. Ability to produce highquality work under deadline pressures

• Excellent organization skills. Detail oriented and self- motivated• A strong commitment to integrity and professionalism and a demonstrated passion

for excellence

Knowledge, Experience, and Abilities Preferred:

• MBA and/or JD• Experience working with a multi-national pharma company



Executive Director, Legal Operations Description

Executive Director, Legal Operations will be responsible for collaborating with the General Counsel and senior Legal leadership to implement the Legal function’s strategy and lead change management. This role will drive the strategic planning and execution of key initiatives that increase operational efficiencies. This role reports directly to the General Counsel and oversees all operations related to the Legal function across the globe. This role provides leadership and program management to the Legal Department’s capability, operational and communications initiatives. This role will ensure the proper systems, processes and tools are in place to deliver Legal services in the most efficient and cost-effective manner, including supporting both internal and outside counsel management.

Strategic Program 30%

• Work with General Counsel and senior Legal leadership to implement the LegalDepartment’s strategic plan

• Translate the Legal strategy into specific initiatives and activities forimplementation; create and manage annual, quarterly and initiative-specificproject plans

• Lead programs/initiatives and serve as program manager for strategic initiativescritical to ensuring the Legal function can deliver the services necessary to thebusiness

• Leading role in the design, development and deployment of key processes,guidelines, templates and forms to improve efficiency of global Legal function

• Lead continuous improvement efforts for processes, tools, metrics and trainingsbased on ongoing experience, process metrics and feedback from stakeholders

• Liaison to internal and external service providers

Outside Counsel Management 30%

• Lead planning, implementation and monitoring of strategic outside counselinitiatives and continuous law firm management in conjunction with Legalleadership

• Work collaboratively with the General Counsel and Department leadership tomanage strategic selection of law firms, drive law firm performance management

• Benchmark performance, rates and other engagement terms, and drive the useof alternative fee structures and billing arrangements

Information Technology 10%

• Assess effectiveness of existing technology systems and future technologyneeds for Legal function

• Refine central data repository for document management (litigation, templates,forms and processes) to facilitate collaborative sharing of information betweenlegal professionals


• Enhance and refresh content on ELC Intranet in conjunction with the legal professionals to assist the organization with operational relevant legal information

Human Resources/Office Operations 10%

• Direct operations of administrative support staff in conjunction with the legal professionals, including managing schedules and workload, as well as participating in the hiring process

• Maintain processes for hiring and staff management (legal professionals and administrative), including appropriate access to systems

• Direct the logistics of office operations in NYC and Melville facilities, and possibly other locations, ensuring adequate space and office equipment including planning and forecasting future needs

Finance 20%

• With the General Counsel and senior Legal leadership, prepare annual budget and monthly estimates for Corporate Legal Department

• Review global functional reporting related to the Legal function • Monitor spend against budget and estimate, providing analytics and insights to

budget owners within the Legal • Develop, continually monitor and present to Legal leadership team summary

results and related metrics demonstrating actual results compared to plan, estimate and prior years highlighting trends including cost improvement and litigation or expense avoidance

• Liaison with Legal professionals and external auditors on status of reportable legal matters

• Interact with shared service finance team on monthly transactional processing and distribution of standard reports

Qualifications

10 years post-graduate experience, primarily in legal department, law firm or business management/strategic operations

Minimum of 3 years of legal department, law firm and/or program/project management experience, working with senior legal executives (or similar senior executives) to ensure the effective and efficient operation of the department and to execute complex projects or initiatives

• Proven ability to efficiently and effectively manage the operations of the global Legal Department, including executing change management initiatives

• Exceptional communication (written and oral) and interpersonal skills and ability to express ideas effectively in individual and group situations

• Exceptional management, prioritization and organizational skills • Experience reporting to and effectively interacting with senior leadership • Understanding of basic principles of Finance, Accounting and Management with

excellent analytical capabilities to support financial planning and, budget management


• Demonstrate leadership, teamwork and collaboration in professional setting;respect for all levels of employees

• Strong relationship management skills and ability to manage external serviceproviders

• Technological aptitude and ability to learn new technologies or systems;experience with ERP systems (e.g. SAP) and legal matter management systems(e.g. Serengeti) a plus

• Proficient in MS Office Suite of products• Ability to maintain confidentiality



Head of Legal Operations

Responsibilities

Budget Management • Oversee and manage the department budget in partnership with Finance.• Define metrics for increased visibility and insight into budget performance.

Hiring, Recruiting and Outreach • Coordinate headcount planning and assist with recruiting and diversity efforts.• Develop and manage department onboarding and new attorney training, oversee

the department’s community support and outreach, including relationships withlocal pro bono organizations.

• Coordinate Legal internship program.

Communication and Collaboration • Assist with communications between and among department groups and across

the international regions in which Legal operates.• Plan and execute annual legal summit and other department off-sites.• Tracking and driving departmental goals and objectives.• Improve and coordinate continuing education and other training programs.

Tools, Technology and Process Management • Identify and implement process improvements and solutions around department

organizational structure, systems, technologies and controls.• Define centralized resources that are well maintained and accurate.• Evaluate, test, train, implement and support technology solutions interfacing with

IT.• Manage and oversee vendors and assist with vendor diversity efforts.• Support and manage various ad hoc projects within the department as they arise

Requirements

• B.A. or B.S. degree or relevant experience• The ideal candidate will have experience in the area of legal operations and at

least 5 years professional management experience• Excellent analytical and problem solving skills as well as strong communication

skills• Outstanding leadership and interpersonal skills with a proven track record of

building relationships• Strong organizational and coordination skills along with multi-tasking capabilities

to get things done in a fast-paced environment• Demonstrated ability to work independently and as part of a team• Expertise in PowerPoint and Excel• Demonstrated experience with strategic planning, employee recruitment and

cross functional partnerships with IT, Finance and HR• Comfortable working with and around technology• Experience working with and managing outside counsel

Back to Section Contents14Section One - Heads of Legal Operations

Director of Legal Operations The Role:

Seeking an energetic, business-minded and self-motivated candidate with excellent communication and interpersonal skills with experience in in-house legal and compliance department operations. Candidates must have excellent project management skills with experience managing both large and small projects. The Director of Legal Operations will manage key processes that are critical to the Legal and Corporate Compliance Departments including: the e-billing system; law firm billing procedures and practices; department measurement and benchmarking; and supporting the management of law firms and other service providers. This role will be responsible for helping to manage costs, while fostering a culture that values excellence, teamwork, respect and recognition. This role will be responsible for the strategy execution, implementation and ongoing cycles of improvement of key legal processes and enabling technologies.

This position will work across practice areas within the Legal and Corporate Compliance Department and other support functions to enable the efficient and effective delivery of legal and compliance services to our business and functional partners. The successful candidate will have strong management skills, and strong executive leadership skills with a proven track record of making an impact, developing and executing on strategies with superior results in both the short and long-term. The successful candidate will develop strong relationships with internal constituents, including finance, human resources, information technology and procurement.

This position manages a Legal and Compliance budget supporting a business of over $6 billion in revenue and over 20,000 employees located around the world.

This position reports directly to the EVP & General Counsel and is based in the company’s corporate headquarters. This position will serve as a member of the General Counsel’s Leadership Team and will work closely with the Deputy General Counsel & Corporate Secretary.

Key Accountabilities / Percent of Time:

Manage the global projection, budget and accrual process in partnership with global Legal and Corporate Compliance Department colleagues, law firm partners and finance colleagues. (See below, “Financial Management and Planning.”) 20%

Project Manage critical projects in collaboration and partnership with finance, information technology and procurement, as necessary to support legal systems, process management and performance reporting. 20%

Participate in industry Corporate Legal COO Roundtables, Industry Benchmarking Studies and create a network to provide best practices and recommendations to the General Counsel. 10%

Manage outside counsel spend. (See below, “Outside Counsel Spend Management.”) 15%


Support long-term department capacity plan regarding resource needs and allocation. 10% Prepare, monitor and track Legal Department objectives. Create metrics and trends on key data points aligned to the General Counsel’s key objectives and strategic plan, as well as overall department effectiveness and efficiency. 15% Work with General Counsel and Deputy General Counsel on floor space issues and equipment. Work with human resources on new hires and orientation. Manage the department’s Business Continuity and Disaster Recovery contingency plans. 5% Support the General Counsel and Deputy General Counsel in setting agendas for leadership team meetings and Legal and Corporate Compliance Department offsite meetings. 5% Other Required Accountabilities:

Financial Management and Planning:

• Work with General Counsel and Deputy General Counsel to ensure accurate financial strategies and management of operating budgets (Internal and External)

• Identify and monitor KPIs for the industry that the General Counsel can show as a benchmark to the CEO on department performance

• Measure performance against budgets on a monthly basis • Partner with Corporate Finance to manage monthly data needs and custom reports

for the department

Outside Counsel Spend Management:

• Create financial reporting metrics aligned to outside counsel from the e-billing application

• Identify drivers of legal expenses and manage reports on cost savings and alternate fee arrangements (AFAs)

• Create an AFA / pricing report by law firm aligning to fees and disbursements and create a law firm “value” scale

• Create law firm panel, RFI template and key rules for outside counsel spend management. Manage the panel annually

• Manage and oversee outside counsel rates, discounts, leverage and workload compared to internal resources workload

• Work with the Deputy General Counsel on evaluating conflict waivers

Required Skills, Knowledge and Experience:

• Candidates must have a minimum of 5+ years as a business/operations manager in a corporate legal department including experience with technology trends. In-house legal experience preferred

• Equivalent experience as a business/operations manager within other functions such as Compliance, Finance, Procurement and/or Commercial will also be considered

• Bachelor’s degree required; advanced Management degree preferred


• Prior experience with developing and implementing work systems and processesrelated to business operations

• Strong system administration management skills or background• Prior experience with Ascent and Oracle is a plus• Experience in managing and directing a team a plus• Candidate must have exceptional financial acumen and problem-solving skills• Candidate must be able to operate autonomously while being a team player who

brings a positive, “can do” attitude to the workplace and works collaboratively withother members of the Legal and Finance teams



Executive Director-Legal Operations, Office of the General Counsel

Position Summary The incumbent is responsible for the day to day operations of the Legal Department, and reports to the General Counsel. Facilitating communication between the general counsel and the legal department system-wide, this position coordinates activities such as developing the annual operating plan and department budgets, hiring and recruiting, as well as other activities and projects as assigned by the General Counsel.

The candidate selected for this role will offer a deep understanding of the legal function and expertise in in the implementation of policies, processes and technologies to increase value of the Legal Department while fostering a connected team culture. In addition, this position assumes responsibility for facilitating law firm and third -party vendor negotiations, developing pricing strategies, coordinating RFPs (Request for Proposals), tracking and coordinating outside counsel fee arrangements and driving other cost control initiatives.

The ideal candidate will be someone who has managed direct reports in both cross-functional and cross-geographic teams, has a significant pricing background and expertise, has extensive negotiations experience, is customer service-focused and detail-oriented, and has the diplomatic presence to handle sensitive discussions with team members and senior outside counsel partners. The person in this role establishes critical infrastructure, which enables the legal organization to meet its business priorities. The primary functions for which this person is facilitating and/or overseeing Strategic Planning and Execution, Finance and Budget Management, Legal Information Technology, E-discovery and Records Management, Outside Counsel and Legal Vendor Management, Pricing and Negotiations, Internal and External Communications, and General Administration.

The Office of the General Counsel delivers ethical, timely, efficient, and high quality legal services to the campuses, medical centers, and laboratory, as well as to the Board of Regents, the President, Chancellors, and other officers of the University. Its services include prosecuting and defending litigation; drafting and negotiating agreements; providing advice, counsel, and interpretation of laws, regulations and policies; and assisting with development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.

Special Conditions of Employment Travel outside of normal business hours

Other Special Conditions of Employment Work beyond normal office hours may be required on occasion. Special Instructions/Additional Information

This position maps to Payroll job title Executive Advisor Manager

Job Duties Oversees the evolution and refinement of the legal department's mission, vision and values.


Spearheads the development of the department's short-term and long-term strategic plans, goals and objectives; applying creativity and innovation to develop cutting-edge strategies for delivering efficient, cost-effective, high quality service to OGC clients

Drives, tracks and reports on the progress of the department and its team members against plans, goals and objectives

Establishes metrics and benchmarks for tracking and reporting on progress against plans, goals and objectives.

Drives, tracks and reports on other department initiatives as determined by the General Counsel.

Strategic Planning and Execution: 20% Facilitates communication with the Office of the President Budget Office and oversees OGC participation in the annual budget process. Oversees development of the Division headcount and spending needs, by practice area, administrative function and location, and integrating those needs into the budget process.

Develops and manages the annual OGC operations plan and all division-wide and practice section budgets Identifies, collects, and reports on key performance indicators and other metrics; applies data analytics to extract meaningful and actionable operational information to guide OGC leadership decisions.

Identifies and employs benchmarks to assess Division performance against relevant industries and comparator institutions

Manages Division accounting functions, including outside counsel billing, payment and recharge processes; travel and expense reimbursement

Finance & Budget Management: 20%

Develops and implements a strategic communications plan in support of the Division's strategic objectives; establishes means for assessing the plan's effectiveness and continuing relevance

Oversees the development of internal and external department publications, such as newsletters, client advisories, annual reports of operation, state of the department reports, and Leadership Team announcements

Organizes periodic department meetings; coordinates cross-location training opportunities; facilitates exchanges of information on best practices

Develops leadership team meeting agenda, recording meeting minutes, tracks action items, drives after-meeting follow up

Prepares the General Counsel for internal and external meetings, gathers and organizes relevant background materials, prepares talking points, tracks General Counsel action items and drives follow-up

Supports the General Counsel in his or her external professional associations, prepares speeches and talking points, drafts contributions to publications, organizes industry panels


Assists the General Counsel in tracking and anticipating industry trends, "sees around the corners," and develops appropriate responses. Establishes processes to ensure that department workflow is aligned with priorities

Identifies opportunities for eliminating or reducing overlap and duplication of effort throughout the department, promotes efficiency and the use of best practices

Establishes metrics and benchmarks for tracking and reporting on the performance of the Division as a whole, and of the practice and administrative sections, groups and locations

Manages department relationships with other Office of the President Divisions to support enterprise-wide objectives and to enhance the delivery of service by OGC to other Divisions, and by other Divisions to OGC

Performs such other special projects and duties as assigned by the General Counsel

Communication and Administration: 20%

Develops the IT architecture and strategy for the delivery of global IT solutions to the department, in conjunction with the Office of the President Department of Information Technology and Services

Continuously assesses all department legal IT resources, including matter management, knowledge management, eDiscovery, document management, e-billing and other billing management systems, to assure that they remain current and best in class

Oversees the ongoing configuration, customization, maintenance and support of the department legal IT systems; translates the needs of department team members into system requirements and implements those requirements

Oversees the alignment of business processes and technology resources to assure that each are best meeting the needs of the department team members

Develops and implements programs to train department team members in the best use of the department's IT resources and in the associated business processes; develops process guides, user guides and other documentation to support the effort

Designs, maintains and curates department websites and knowledge management systems, assuring that the content is clear, engaging, easily accessible and current

Stays up-to-date and current on available legal technology solutions and continuously assesses the opportunities that these solutions offer for enhancing the efficiency, productivity and/or quality of services delivered by the Division

Legal Information Technology: 15%

Spearheads law firm and third-party vendor management programs with the aim of reducing spend, maximizing value, and improving predictability

Oversees RFQ/RFP and other competitive processes for obtaining legal and other services


Develops pricing models and templates for use across the department

Develops creative matter-specific fee arrangements in partnership with managing attorneys

Negotiates and/or supports the negotiation of fee arrangements with outside counsel firms and third-party vendors

Establishes data and reporting processes to monitor pricing performance and savings

Establishes tracking and reporting processes for evaluating the performance of outside counsel and third-party vendors, to provide ongoing constructive feedback and to aid in the selection for future engagements

Outside Counsel and Legal Vendor Management: 15%

Manages non-attorney personnel in the Oakland office, including those assigned to financial, IT and general administrative functions, as assigned by the General Counsel

Establishes, documents and maintains department personnel policies and processes

Facilitates development of strategic staffing plans that account for the current and anticipated needs of the department and optimize the contributions of personnel at all levels of the organization

Drives processes for the recruitment and retention of Division personnel, in Oakland and at the campus legal affairs offices; establishes equitable compensation policies for the Division, aligned with system-wide Compensation policies.

With the General Counsel oversees the annual and five-year performance review processes for team members in Oakland and, where applicable, at the campus legal affairs offices

In partnership with OP Human Resources, manages employee relations issues and oversees performance management processes

Identifies and implements programs for the training and professional development of all legal team members and for talent management/succession planning; identifies and/or designs leadership development programs for the next generation of OGC Division leaders

Oversees and administers employee award and recognition programs

Human Resources Management: 10%

Job Requirements • Bachelor's Degree required preferably in Law, Business, Finance, Information

Technology or equivalent combination of education and professional experience • Expert knowledge of system processes, protocols and procedures; in-depth

understanding of law firm billing, pricing and compensation practices. Technology-savvy; proficient in all Microsoft Office applications, especially Excel; expertise with e-Counsel billing software

• Minimum of 10-plus years of total work experience in operations; seven years in legal operations, including billing and pricing; and five years managing direct reports


• Highly sophisticated consulting, relationship building, and strategic thinking skills;excellent interpersonal skills; comfortable dealing with all levels of internal and externalorganizations and stakeholders.

• Highly sophisticated ability to establish mission and goals at the macro-level; to leadsubordinate management to develop goals in alignment with mission.

• Expert leadership abilities to establish department goals, and motivate and influenceothers to achieve.

• Expert knowledge of financial analysis and reporting techniques; human resources andrisk management planning; accounting and payroll. Demonstrable experience withalternative fee arrangement cost modeling

• In-depth ability to build and lead a complex function; influence and leverage others in alarge, global organization in order to achieve objectives; and execute projects

• Proven capacity to think strategically to identify critical issues and develop long-termsolutions; an ability to envision a desired future state.

• Excellent written and oral communication skills. Strong ability to communicate• concisely with a wide variety of audiences, including senior management and• key external stakeholders and proven ability to engage, influence and align• stakeholders• Consummate team player with excellent judgment• Positive attitude and a sense of humor.

Preferred • JD or MBA• Expert knowledge of the organizational environment of higher education and large

research universities to understand client priorities, issues, motivations and constraints.



Legal Operations Specialist – SMALL LAW DEPARTMENT In this brand-new function, you will help the legal team identify, analyze, implement and coordinate opportunities to optimize the operational and organizational aspects of running a top notch in-house legal department. This position will report directly to the General Counsel.

Main responsibilities:

• Maintain state-of-the-art legal data management system, ensuring it is consistentlycomplete and up to date;

• Project Lead and the “go to” person for matters related to Contract Management, EntityManagement, Claim Management and Knowledge Management;

• Monitor and coordinate full spectrum of outside counsel management (includingengagement, instruction, billing and evaluation);

• Liaising/working in cooperation with the Global Purchasing Organization to facilitate theprocurement of goods and services from third party vendors for the Legal Department;

• Legal tech/tool identification, selection, implementation, evaluation and support;• Support in the completion of (cross-border) transactions;• Financial management (communication with local finance teams on budget, actuals,

accruals and provisions);• Producing management information, analytics and reporting. Preparing Legal &

Compliance Department updates and translating feedback and needs of our internalcustomers into department actions;

• Workflow / process analyses, unbundling and identifying ways of improvement. Exploreand implement a new solution for keeping track of active matters, team capacity andlegal exposures;

• Identify and provide training on self-service tools and templates for legal and businesscolleagues. Initiate a next-level standardization project for legal templates.

Profile:

• Excellent social and communication skills in English, both written and verbal (any otherEU languages are an advantage);

• Relevant work experience in legal/IT services and/or project management basedenvironment;

• Proactive personality and solution driven;• Experience in innovating technical systems or work flows and increasing efficiency;• Confident to design, implement and drive innovative changes;• Affinity with outside counsel / vendor management (preferably prior experience with

Legal Tracker);• Experience with (legal) software / technology (e.g. Effacts/DocuSign);• A passion for financial and quantitative analyses and reporting/infographics;• Solid project management knowledge and experience in providing transactional support;• Good organizational skills and detail-oriented;• Quick learner and able to work independently in a culturally diverse environment;• Eager, energetic and service oriented;• Dedicated team player with a pragmatic business approach;• A great track record and experience in Legal Operations/Legal Tech is a big plus;• A Bachelor of Law/Business/IT (or similar) Degree is a bonus.

Back to Section Contents23Section One - Heads of Legal Operations

Section Two: Managers of Legal Ops

Manager of a portion of legal operations, reporting to head of legal operations

Sample, representative jobs Reports To Industries

Legal Billing Analyst Head of Ops Real Estate Finance, Banking and Insurance

Legal Operations Manager Head of Ops Information Technology Professional, Scientific & Technical Services

Legal Operations Lead, EMEA Region

Head of Global Ops

Pharmaceuticals Manufacturing

Legal Operations Manager Head of Ops Arts, Entertainment and Recreation Telecommunications

Back to Contents

24Section Two - Managers of Legal Operations

Legal Billing Analyst Description

Summary This is a newly created position within Ares’ Legal Department and will be responsible for assisting the day-to-day legal operations with a focus in Legal eBilling and matter management.

The position will report directly to the Head of Legal Operations and must partner successfully to help create and manage outside counsel engagements and oversee the related invoicing. This function will include the confirmation of matter level detail with various, internal stakeholders, review invoices as they are submitted, resolve billing discrepancies, prepare weekly, monthly and quarterly spend reports, interface with outside counsel and assist with the integration of legal data throughout the firm.

In addition, this role will be directly responsible for the day to day coordination of investor and entity data across the firm. This function includes updating information in our entity management system; tracking fund closings; ensuring related databases are up to date; and confirming the accuracy of data with multiple internal and external sources.

The candidate will have a demonstrated history of partnering successfully with a broad and interdisciplinary set of professionals in Legal, Tax, Compliance and Accounting.

Primary Functions And Essential Responsibilities

• Ability to gather and synthesize large volumes of data from diverse sources across the firmand consolidate into actionable and reportable metrics • Demonstrated analytical and organizational skills with strong attention to detail• Must be able to work independently and manage multiple overlapping projects with tightdeadlines • Develop reporting that increases transparency of legal spend• Ability to stay organized and prioritize a diverse workload in a fast-paced environment• Respond to daily ad-hoc requests from multiple sources• Must be able to prioritize multiple projects with deliverables to a variety of firm stakeholders• Excellent verbal and written communication skills• Establish strong working relationships internally with attorneys and paralegals

Qualifications

• 3+ years of Legal billing experience, ideally within a legal or financial firm• Proficiency with Microsoft Word, PowerPoint and advanced knowledge of Excel• Experience with legal billing and/or matter management software (e.g. SimpleLegal, Tracker,etc.) • A strong work ethic and high level of productivity• Working knowledge of private debt, equity, real estate and related legal entity creation is a plus• General understanding of database management• Experience with Tableau a plus

Reporting Relationships Reports to: Head of Legal Operations

Back to Section Contents25Section Two - Managers of Legal Operations

Legal Operations Manager You might be the right person if you:

• Like the sound of working virtually from your home office with a fast-paced dynamiccompany.

• Are looking for high visibility and unlimited growth potential.• Enjoy working on multiple projects with quick turn-around.• Would like to build a rewarding career in an environment that supports your success.• Have 5+ years related experience in the legal field focused on operations.• Have supported strategic, technology, or operational improvements to an

organization.• Have developed and used metrics and analytics as part of your solutions.

Specifically, you will:

• Work with our offshore and onshore team to manage eBilling escalations, includingprocess improvements. Specific attention to accruals and forecasting process.

• Work closely with executives of our customer to expand and build a relationship.• Support our existing team in redesigning and improving processes.• Support new technology implementations.• Manage data and reporting for the department, including budgeting and financial

reporting.• Help identify, design and implement processes and tools for better managing the

legal department.• Assist with various administrative tasks.

Skills for Success: • Super organized and a wiz at multitasking and keeping projects on track.• Project management.• Detail-oriented with a penchant for accuracy.• Excellent communication skills both written and verbal.• High energy, engaging and outgoing.• Understands how to build relationships.• Team player who works well across the organization.

Technical Skills: • Advanced knowledge of Excel, including pivot tables, vlookup, and conditional

formatting.• Advanced Outlook Skills, including an ability to manage multiple Outlook Calendars

across different time zones.• Experience with eBilling management software preferred (specifically,

TeamConnect).• Experience in legal workflow technology tools (specifically, with TAP from

ThinkSmart).• General MS Office Skills.


Experience: • 5+ years preferably an operations department in a professional environment (legal,

advertising, banking) - but will consider other relevant work experience.Qualifications:

• Bachelor's Degree.



Legal Operations Lead, EMEA Region Job Description This position will report to the Director, Legal Operations. This position requires working collaboratively with the Director, Legal Operations to establish strategic Legal Department policies, processes and technology solutions that address the needs of a highly productive and efficient Legal Organization. This position requires the ability to work across geographies and demonstrate intercultural and emotional competence in a matrixed environment and ensure alignment with various stakeholders. Job Duties include

The EMEA Legal Operations Lead will be responsible for assisting the EMEA Legal Leadership Team with day-to-day operations for the region, including liaising other support functions including, Finance, HR, and Document and Records Management. Liaison responsibilities will include interfacing with Finance for forecasting, tracking spend, and budget preparations; Human Resources for tracking status on open positions, headcount projections, and keeping job descriptions current; and interfacing with Document and Records Management to ensure proper implementation of policies and organization of templates. This position will also represent the EMEA Legal Team in the areas of process effectiveness, managing external counsel, assisting with engagement letters, fee negotiations, reviewing legal invoices, and represent EMEA business requirements for Legal Operations projects. Many of these responsibilities will be supported by a Global Legal Operations team working in unison to deliver high caliber services to the Department. Additional responsibilities include coordinating change management for Global Legal Operations initiatives, developing project plans and project scheduling, compiling and generating reports, completing benchmarking surveys and collecting benchmarking data, drafting and sending out communications, developing and overseeing compliance with operational processes, managing department memberships, coordinating the delivery of training and development initiatives, and providing administrative support to the other members of the Operations team. This position will be involved in evaluating, testing, training and supporting process and technology solutions that are being implemented by the Legal Operations Team. This position will help develop best in class policies and processes for projects that are relevant to the EMEA region to achieve maximum efficiency and alignment within the department and the company. This position will be expected to operate in a manner that is consistent with the company’s core values. Knowledge, Skills & Experience Management Skills

o Lead on operational effectiveness within EMEA Legal and in collaboration with Legal Operations

o Lead on change management and project execution within the EMEA region o Lead on EMEA Legal technology and business projects to ensure solutions are fit

for purpose, communicated effectively and that adoption is high within the function

o Build credibility and influence at all levels of Legal functional management and with external suppliers and stakeholders

o Identify gaps and proactively develop solutions


o Lead the ownership of EMEA specific technology request, track technology requests status and represent specific EMEA Legal requirements.

o Lead continuous process improvement efforts and manage EMEA adoption of corporate standards such as Document Management, Matter Management, eBilling, Contract Management, and IP Management, Knowledge Management, Infrastructure and Training solutions.

o Work closely with and build relationships with the EMEA Legal Leadership Team o Understand the role of Country Counsel/Business Conduct Advisor at affiliate

level in order to provide appropriately focused support Functional Skills

o A key understanding of Legal organizations, functions, administrative needs, and technology requirements

o Demonstrated ability to lead critical Legal processes to support the legal function o Responsible for understanding and defining business cases, process definition

and re-engineering, high and detailed-level requirements gathering, vendor selection, fit/gap analysis, functional design, testing, training, reporting, support, and continuous improvement of business applications

o Participate in recommending ways to improve business processes through system development and controls

o Ability to work with Executive Management to translate business requirements into functional deliverables

o Knowledge in eBilling, Matter Management, Contracts Management, eSignature solutions and their integration in Legal processes

o Strong business acumen; organizational skills; project management skills; interpersonal skills

Education and Experience:

o Solid experience with increasing responsibilities working in a Legal Organization o Requires BS/BA degree (or international equivalent) o Experienced in Microsoft Products (Outlook, Excel, Word, PowerPoint) o Experience with various Legal technologies (e.g. eBilling, Matter Management,

Contracts Management, Records Management, Business Intelligence tools) o Experience with process improvement tools, process documentation tools, or

BPM tools o Demonstrated leadership and project management in cross-functional and

international projects Skills:

o Must have excellent written and verbal communications skills o Must have excellent analytical skills and comfort with multiple data sets, with the

ability to draw conclusions and make informed recommendations o Advanced Excel skills (i.e., formulas, pivot charts, pivot tables, formatting, etc.) o Intellectually curious with ability to process a great deal of information in a fast

paced environment; willing to take initiative o Demonstrate integrity to manage sensitive and confidential information o Ability to present complex information in an accurate and persuasive manner to

all levels of management o Must have strong client service orientation and demonstrated high level of

customer focus, independence and initiative o Should have experience working with vendors to solicit proposals, manage

budgets and effectively manage a project from its initiation to delivery


o Must be a team player who can easily handle shifting priorities, multi-tasking in adeadline oriented environment

Core Values o Integrity (always doing the right thing),o Teamwork (collaborating in good faith),o Excellence (working at a high level of commitment and capability),o Accountability (taking personal responsibility).o Inclusion (encouraging diversity)



Legal Operations Manager Key Job Responsibilities The OGC seeks a highly-motivated team player to implement best-in-class management of our daily legal operations. This position will report to the Sr. Director of Operations and will serve as a key partner in managing the department's operational functions, include financial management, technology, human resources and professional development. The position will assist in creating best in class systems, policies and processes required for maximum efficiency and alignment within the department and cross- functionally. The role will work collaboratively with other departments, including Finance, Technology and Human Resources. Position will require strong emphasis on project management, data analysis, and professional training. Candidates must have experience managing law firm pricing and billing practices. In addition, candidates should have experience in project management and/or staff training. Willingness to participate in professional association forums to remain current in knowledgebase required. Outside Counsel Program Management

• Manage outside counsel and other legal services vendor relationships. • Support users of the Matter Management System by providing training and responding

to inquiries. Maintaining user guides. • Serve as co-administrator of the Matter Management System; maintain system

administrator guide. • Manage rate review processes, providing internal and external benchmark analytics and

recommended decisions. • Manage alternative fee arrangement processes, including data analytics to determine

appropriate price range, and coordination of selection processes. • Analyze data and design dashboards and reports tracking efficiency and effectiveness

indicators to facilitate resource allocation and other management decisions; develop and oversee Key Performance Indicators for monitoring and reporting of departmental performance. Assist in production of spend and related reports (monthly and ad-hoc).

Human Resource Management

• Schedule and/or conduct staff training programs. Lead staff meetings. • Partner with department Senior Technology Analyst to provide department-wide training

and develop support materials (user guides, quick guides, recorded tutorials) on legal applications.

• Coordinate recruiting and hiring for OGC staff and attorney positions; on-boarding and off- boarding processes.

• Provide coaching and support to department in on-going performance management and review processes.

• Maintain appropriate staff coverage levels and review assignments and scheduling of staff members.

• Serve as primary point person for all employee relations issues for staff. Maintain emergency contact lists.

• Coordinate with Human Resources on medical and disability leaves, performance improvement plans and disciplinary measures as needed.


Facilities and Office Services Management

• Serve as primary contact for the department with Property Management Office andtroubleshoot all facilities issues.

• Work with Deputy General Counsels and Senior Director of Operations to managephysical office space/desk assignments.

• Manage library, file room and all document storage accounts.• Manage all subscription service agreements, including Westlaw, PLI, Thomson Reuters,

etc.• Assist in planning of special events and holiday-related responsibilities.• Partner with department Senior Technology Analyst to manage equipment assignment

and replacement with IT staff.• Serve as Administrator on Compliance Hotline.

Financial Management

• Work with Deputy General Counsels and Senior Director of Operations on inputs for andmanagement of OGC budget.

• Review budget variances with Accounting Department.

Qualifications, Knowledge and Skills

• Minimum 5 years professional services management experience in an analytical, datadriven, and entrepreneurial environment. Experience in a corporate legal, law firm, bigfour accounting or other professional services environment required.

• Prior experience in law firm pricing analytics and billing practices required. In addition,candidates should have experience in project management (developing businessrequirements, managing RFPs, data migration) and/or staff training.

• Bachelor’s Degree with major coursework in business administration or management,finance, or human capital management.

• Relevant certification such as SHRM, CLM, PMP, CSSGB or similar preferred.• Proactive, entrepreneurial approach to recognizing needs, solving problems, anticipating

issues and developing solutions; excellent business judgment and strategic thinking.• Strong organizational skills and understanding of how to establish priorities and

demonstrate flexibility as workloads fluctuate.• Dynamic interpersonal skills and the presence to partner with all attorney professionals.

Must also be able to maintain good interpersonal relations and communications withsupport staff and other peer managers, as well as proven aptitude to engage, influenceand align internal and external stakeholders

• Strong written/verbal communications skills and good presentation/facilitation skills.• Proficient with Microsoft Office Suite including Outlook, Word, PowerPoint and advanced

proficiency with Excel (v-lookup, pivot tables, charts, and formulas). Comfortable withtechnology.

Eligibility Requirements

• Must be willing to work onsite. Occasional work travel may be required.• Must have unrestricted work authorization to work in the United States.



Section Three: Individual Contributors

Individual contributors reporting to head of operations or someone in law department operations other than head of operations

Sample, representative jobs Reports To Industries

Learning and Development Manager Unspecified Finance, Banking or Insurance

Legal Technology & Analytics Specialist

Unspecified Accommodation & Food Services

Legal Operations Specialist Head of Ops Information Technology

Legal Operations Coordinator GC, VP & Divisional GC

Accommodation & Food Services Retail Trade

Records Manager Unspecified Information Technology

Legal Operations and eBilling Specialist, AVP

Legal Ops Manager

Finance, Banking or Insurance

Back to Contents

33Section Three - Individual Contributors

Learning and Development Manager Job Description

Role & Responsibilities:

GCO Operations is charged with improving and maintaining the Legal Department's internal processes, systems and technology. Our responsibilities include managing third party legal spend, professional development, learning and development, technology, and increasing overall operational effectiveness. With an eye to process improvement and help freeing up attorney time, you will identify, implement, and maintain innovative processes and systems to improve the efficiency and quality of the Legal Department’s services. Whilst the successful candidate will be required to work collaboratively across a number of legal operational areas, a particular emphasis for this position will be development and management of an enhanced, law department learning and development (L&D) program.

The successful candidate will be required to develop all aspects of an enhanced L&D program. Firstly, taking an inventory of existing training and modules, and secondly, developing an enhanced version, focusing on providing all level of lawyers with the education and training required to facilitate continuous professional development. The ability to identify current and future trends, applicable to lawyers working in financial services, will be vital, as well as being able to tailor such material to deliverable format, in an interesting and thoughtful manner.

Once the enhanced program is developed, the candidate will be required to ensure continued relevance and updates are appropriately managed. In addition, knowledge management, both knowledge retention and accessibility to such knowledge, will be a key aspect of the role.

Here’s just some of what you’ll do in this role:

• Create and execute learning strategies and programs• Evaluate individual and organizational development needs• Implement various learning methods• Design and deliver learning courses, workshops and other trainings• Assess the success of development plans and help employees make the most of

learning opportunities• Help senior leaders develop their team members through career pathing• Outside Counsel and Third Party Management – contribute to managing outside counsel

spend through budget management, and associated processes. Assist and participatewith the management of on-boarding law firms, managing submitted invoices andensuring retainer agreement compliance as well as maintenance of associatedtechnology used to manage our third party relationships.

• Assisting with the management of the Information Security program including theattestation process and identification of risks and gaps, and associated resolution plans.Helping to manage GCO’s standard operating procedures around the measures in placeto ensure protection of data with third parties.

• Operational Risk and Control – helping identify processes and associated risks, andimplementing and managing controls and tests, working alongside various controlsfunction SME’s including the operational risk and audit team.

• Technology – contributing to the GCO operations technology work stream whichincludes managing and enhancing our document management system, e-billing and law


firm scorecards, enhancing other current technology such as Microsoft Office and participating in exploring new potential technology offerings.

Qualifications

Are you ready for the challenge?

Minimum qualifications:

• Skills related to developing educational content and delivering the same is essential• Current knowledge of effective learning and development methods• Familiarity with e-learning platforms and practices• Excellent communication and negotiation skills; sharp business acumen• Project and change management skills that see ideas develop into tangible and

executed processes and outcomes, with a focus on execution to timelines• Positive can do attitude• Excellent interpersonal and communication skills with ability to develop and maintain

effective colleague partner relationships at all levels of the organization and with thirdparty organizations

• Team player with excellent judgment• High level of professionalism; handles sensitive/confidential information with appropriate

care. This role requires a proactive, self-starter who possesses exceptional multi-taskingand communication skills, both oral and written with the ability to present technicalinformation to a non-technical audience, and the ability to understand and interpretbusiness requirement

• Organizational and project management skills• Competent in handling multiple tasks in a changing environment with attention to detail,

and perform duties with minimal supervision• Excellent time management and multi-tasking / prioritization abilities• Strives to gain strong institutional knowledge about department and company processes

Preferred qualifications:

• Experience working in a sizeable legal department (or similar corporate environment) ispreferred

• Experience working in L&D is preferred with experience developing content forprofessionals and/or lawyers, and managing delivery of the same.

• Experience successfully managing relationships with all levels of a legal department, lawfirm and enterprises colleagues

• Project and change management experience is strongly preferred• Some experience working with technology and software, and exploring efficiency

opportunities from technology

Additional Details:

• Workplace Flexibility Potential to work remotely part of the time based on currentprojects and team needs.

• Visa Sponsorship: Employment eligibility to work in the U.S. is required as the companywill not pursue visa sponsorship for this position.



Legal Technology & Analytics Specialist Overview Looking for a Sr. Specialist (a.k.a Technology & Analytics Specialist) to join the Legal Operations team. We are eager to find a seasoned professional who can help us design and implement a best-in-class ecosystem of technology to drive greater efficiency, as well as deliver more robust analytics to drive better decision-making across each practice area of the Legal Department. To succeed in this role, the candidate must develop trusted partnerships by collaborating with legal and IT staff and delivering on common goals. The candidate must have the ability to clearly articulate and present technical information to a broad/diverse audience to succeed in this role. The primary purpose of this role is to lift off the plates of the attorneys and paralegals the responsibility of exploring, designing and implementing technology and teasing out analytics for the Legal Department while dissuading legal department staff from “reinventing the wheel” by being the knowledge center for in-house legal technology and analytics.

Responsibilities

TECHNOLOGY DESIGN & IMPLEMENTATION: • Work with Legal Department Program Manager to analyze and document current state

processes and systems, identify pain points and efficiency opportunities.• Work with Legal Department Program Manager to create client self-help tools:

dashboards, toolkits, legal training, Q&A, process flow, etc.• Work with Legal Department stakeholders, IT Department, software engineers, and

product managers to identify technology needs of the legal department and to implementhigh-quality software products and features to support legal work processes.

• Manage demand by working closely with Legal Department and IT Department toprioritize programs and projects based on business needs, legal department needs,resource capacity, risk exposure and interdependencies.

• Manage software version updates, corrective options, and requests for enhancements,etc.

• Maintain clear overview and timely updates of project timelines (charts, spreadsheets,etc.) and progress using task management tools, such as Jira or ServiceNow.

• Coordinate staff training on all forms of technology introduced to the department• Create, maintain and provide project documentation and training tools (i.e. videos,

reference manuals, etc.)• Provide technology budget updates to Program Manager• Attend conferences to explore new and innovative technology to support legal work

processes• Work directly with Practice Leads and managing attorneys to better understand their

spend, and continually improve reporting.

ANALYTICS & REPORTING: • Collaborate with legal department Program Manager and staff to develop low-medium

complexity reports and analytics in areas of:• Spend to budget and by matter type, business unit, etc.• Legal matter management• Staff workload allocation and outside counsel resource management• Extract business insights from various legal information


• Predict outcomes and replicate successful legal strategies• Proactively identify trends influencing overall legal spending or matter workload.

Minimum Qualifications

• 4- Year Degree• At least 2- years demonstrated experience leading software desing and implementation

projects• Strong management consulting experience• Thorough understanding of product and software development lifecycle processes,

procedures and tools• Exceptional organizational and project management skills with high attention to detail• Ability to translate analytics (numbers) into plain English to help make better business

decisions• Collaborative work style• Excellent interpersonal and communication skilll• Experience with Office 365 suite of tools

Preferred Qualifications • At least 4-years demonstrated experience leading software design and implementation

projects• Experience working in a law firm on corporate legal department focused on legal

operations, technology and analytics• Experience with iManage, a document management tool, and TRIRIGA, a real estate

asset management tool, ORACLE Fusion, a financial reporting tool, Tableau, a datavisualization platform.

Minimum Years of Experience 2 Travel Requirements 10% Required Level of Education Bachelor's Degree



Legal Operations Specialist Looking for a dynamic individual to be a part of the growing legal team. In this role, you will help support business processes, maintain information and records, develop and maintain department technology applications, and work with different teams across the company to enable the business to grow and scale. The Legal Operations role will be a focal point of the legal team. This person must be a team player, have a strong work ethic and adapt to a fast pace environment. The role will be responsible for assisting Legal team events, meetings, and trainings. The role will need to adapt and evolve as legal operations continues to build and align with the needs of the department and the business. The role will report to the Head of Legal Operations.

What you will do:

o Manage and address incoming inquiries to the legal team relating to all aspectsof the contract lifecycle (including sales and vendor agreements)

o Maintain contract template versions and assist in deploying changes to templatesacross the enterprise and external platforms

o Provide day-to-day support and guidance incoming requests to the legaldepartment

o Updating analytics tools (Salesforce.com), trouble-shooting, training, tracking andreporting

o Being responsible for signature acquisition processo Participating in the evaluation, testing and implementation of new, or

enhancements to existing, applicationso Analyze and develop reports on the accuracy, reliability and effectiveness of

existing systems and recommend improvements in system design, businessprocesses and new technology product offerings

o Gather and provide legal responses to RFPs, vendor questionnaires and otherrequests for legal information, populate and RFO database

o Support Legal as requestedo Other responsibilities as requested

What’s required:

o Bachelor’s degree with excellent academic credentialso At least 2 - 4 full years in-house experience in legal operations, sales operations

or contract administrationo Experience in a dynamic high-performing environment requiring a high level of

responsivenesso Attention to detailo Excellent business judgemento Experience working in-house at a technology company strongly preferredo Ability to promptly return reply to requests from legal team and also internal

businesso Expertise in Gmail, Adobe Acrobat Pro, Microsoft Office Suite, DocuSign,

Salesforce, Box – comfortable to learn any new program or softwareo Familiarity workflow automation tools



Legal Operations Coordinator

Job Summary The Legal Operations Coordinator manages the Legal Department’s contract database, prepare reports and analysis on legal budgeting and key performance indicators, provides operational support to the Legal Department and assists with corporate compliance as it relates to relevant laws and corporate policies.

Essential Job Duties • Sources, evaluates, implements, trains and drives technological initiatives of various

software systems used by the Legal department, including developing, with the ITdepartment, a companywide document management system and assisting with the fullimplementation of Legal Files Software, Inc.’s (“Legal Files”) matter management andbilling software.

• Assists with management of the Legal department’s budget and forecasting processes,as systems develop, and regularly updates and monitors the budget to effectively controlcosts.

• Assists with negotiations and management of key law firm and vendor relationships,including fee arrangements.

• Assists with reviewing and drafting responses to requests for proposals for departmentalservice providers or other similar type documents.

• Assists with the development of monthly and quarterly business metrics and providesoperational analysis through reports and dashboards.

• Manages resources focused on E-Billing and provides oversight and assistance with theintegration of same with our Accounts Payable (AP) system.

• Assists with the development of best-in-class systems, policies and processes requiredfor maximum efficiency and consistency across the department.

• Completes ad-hoc and special projects as requested/required by the General Counsel,VP and Divisional General Counsel, Deputy General Counsel or Associate GeneralCounsel.

• Assists with new-hire onboarding and orientation for legal department staff.• Manages a program for continuing Legal Education, as well as, research and library

tools/subscriptions.• Manages contracts in an electronic contract management database.• Manages compliance database and assists with administration of company’s compliance

program.

Scope of Responsibility Works independently as well as under general instructions; expected to determine how to accomplish the work assignments. This position will be privy to highly confidential information and will have responsibilities that require direct contact with internal and external clients. Assists General Counsel, VP and Divisional General Counsel, Deputy General Counsel or Associate General Counsel in department operations management.

Knowledge and Skill Requirements • Knowledge of and demonstrable experience implementing and managing core legal

systems, including Matter Management, E-Billing, Document Management, andKnowledge Management.

• Ability to manage a fast-paced and growing legal department’s operational needs.


• Understanding of intermediate finance concepts and processes, gained througheducation or experience.

• Mastery of Microsoft applications including Outlook, Word, PowerPoint, Excel; as well asproject management applications such as Microsoft Project and Visio.

• Ability to simultaneously drive multiple projects, and identifying, prioritizing and resolvingkey business issues.

Education and Experience Bachelor’s Degree and a minimum of 3 years of experience; demonstrated contract management experience preferred.

Travel Required Travel may be required up to approximately 5% of the time.



Records Manager Role

We are seeking a talented and motivated individual to manage and organize globally all legal documents and trackers and outside counsel/legal vendor engagements. You will administer the e-Billing system and develop dashboards reporting of key performance indicators (KPIs). The Records Manager (Legal) will be critical in simplifying and aggregating various record keeping streams to derive comprehensive insight and visibility into the performance of the legal department. The role is based in San Francisco.

Personal Characteristics and Skills

You demonstrate initiative, enthusiasm and resourcefulness, and maintain a strong work ethic and a high degree of accountability. You enjoy multi-tasking and operating multi-functionally and are flexible and willing to work through day-to-day manual tasks. You have a high attention to detail and willingness to learn. You possess established organizational skills and impeccable recordkeeping and record retention skills. You communicate (written and oral) with all levels of the organization to effectively convey ideas. You possess an excellent customer service attitude and orientation. You maintain a keen appreciation for the sensitivity and confidentiality of the work and a sense of humor. You live the mantra—work hard, have fun, make history!

Responsibilities

Records Management

• Manage and track various matters and key metrics across the global legal department • Create, implement and maintain records management databases, policies and

procedures and ensure compliance • Work closely with the Legal Operations team supporting commercial transactions to

ensure proper management of sales and procurement templates and executed agreements and records in contract management systems

• Identify process improvement opportunities for the retention of information and records • Provide litigation and investigation support relating to document retention and production • Ensure records are disposed or archived according to corporate policy • Support Legal operational and reporting activities, including developing and producing

key metric dashboard reports

E-Billing and Legal Vendor Management Support

• Maintain e-billing system and records, including setting thresholds and profiles, applicable budgets and invoice approval workflows and addressing billing issues

• Ensure appropriate legal vendor agreements, including outside counsel engagement letters in place and effective

• Manage onboarding of new legal vendors, with cross-functional engagement with Procurement, FP&A, Accounts Payable, Security Operations and other stakeholders

• Produce legal spend reports and real time dashboards for General Counsel • Maintain global preferred law firm list • Develop and deliver communication and training on existing and new e-Billing processes


In addition, Records Manager is expected to perform other responsibilities as needed.

Requirements

• Bachelor’s degree• At least 5 years of relevant work experience, including implementing/managing

electronic document and records management systems• Extensive knowledge of records retention policies and procedures• Knowledge of Information Governance principles and practices including both hard copy

and electronic information management• Contract and vendor management experience required• Tech savvy with deep experience creating dashboards and KPI reports• Experience with e-Billing systems and contract management system required• Experience with Box, G Suite, SimpleLegal, Apttus, Salesforce strongly preferred• Experience working in-house at a technology/SaaS company strongly preferred



Legal Operations and eBilling Specialist, AVP Position Summary The Legal Operations Specialist, Assistant Vice President will be a part of the collaborative operations team within the Legal, Corporate Administration, Regulatory Affairs and Security LCARS) division. Under the supervision of the Legal Operations Manager, the Operations Specialist is responsible for working with the Chief Administration Officer and Legal Operations Team, while managing the Legal department’s processes, such invoicing and matter management, vendor management, financial analysis and reporting.

Primary Responsibilities • Reporting & Analysis – Create and run regular and ad hoc reports from the

eBilling system and/or Dashboards. Prepare detailed analytics into presentationand summary format. Coordinate with managers, Finance, and law firms asnecessary.

• Data Integrity – Validate legal data regarding eBilling and matter management,including budgets, timekeeper rates, invoice approvals, matter scope andstatus. Accurately track, update, analyze, and report on timekeeper and ratedata from retention agreements and invoice approvals.

• End User Support – Work with internal and external legal professionals to defineprocesses, resolve billing inquires, and support end user questions and issues.Explain, train, and enforce Legal Operations protocols.

• Manage Vendor Agreements and Relationships – Verify, organize, analyze, andreport on law and professional service firm retainer agreements. Maintain andenforce State Street’s billing guidelines. Monitor and report on outside counselperformance goals.

Competencies • Attention to Detail – Conscientious attitude and commitment to quality and

accuracy. Ability to self-direct and to perform review of work. Maintain anorganized filing system. Follow-through and problem-solving skills required.

• Technical Skills – Proficiency in Microsoft Office Suite, especially Outlook, Word,and PowerPoint. Advanced Excel skills (e.g., creating and manipulating pivottables) strongly preferred. Familiarity with billing and contract management toolsstrongly preferred. Proficiency in SharePoint, Box, and Tableau stronglypreferred. A general understanding of electronic data file transfer, creating andworking with XML files, and experience in AIMS/Cognos report writing arefavorable, but not required.

• Communication Skills – Superior ability to write and speak effectively. Desire towork within a collaborative team environment. Capable of ensuring strictconfidentiality at all levels.

Requirements • Bachelor’s degree• 5+ years of related electronic billing experience, including accounts payable and

invoice processing; legal industry experience strongly preferred• Exceptional attention to detail, quality and accuracy• Exceptional organization, process, task management, and critical thinking skills


• Superior verbal and written communication skills• Ability to ensure strict confidentiality at all times• Ability to work both independently and as part of a team

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