Legal Operations Specialist

Legal Operations SpecialistLegal Operations Specialist

Position Overview

The Legal Operations Specialist supports the effective and efficient functioning of EFI's Legal team by managing legal operations, driving technology and AI adoption, and identifying and implementing opportunities to optimize the operational and organizational aspects of running an excellent in-house legal department. The Legal Operations Specialist will report to the Chief Legal Officer and work closely with EFI's legal team, as well as internal clients at all levels. The Legal Operations Specialist must be able to adapt to changing priorities and business needs, lead change management initiatives, and be proactive in identifying areas of improvement and taking action to address them. This role is open to candidates from project management, business operations, technology, or other adjacent fields. Prior legal experience is not required, and EFI will provide training on legal concepts and processes.

Specific Responsibilities

Assist in management of corporate subsidiaries and strategic transactions
• Maintain records for corporate subsidiaries, director and officer information, corporate record keeping, transaction execution, governance policies, and compliance processes, including signatures, mailing and filings.
• Assist with compliance and corporate governance matters for our international and domestic subsidiaries.
• Assist with M&A, financings and other strategic transactions.

Manage Legal team workstreams, technology, and process automation
• Own and manage the legal technology stack, including e-signature and AI-powered tools for contract review, legal research, and document automation. Evaluate, implement, and optimize legal technology solutions to improve Legal team operations.
• Manage NDA workflows, including automation of routine requests through AI-powered tools.
• Organize IP asset portfolio and track third-party licensing requests.
• Manage state registrations and annual reports, including information gathering, reporting, and record-keeping.
• Support responses to data requests, subpoenas, or other document requests in relation to litigation, government inquiries, or other areas.
• Draft and review routine agreements (such as NDAs, master services agreements) under attorney supervision, using internal forms, templates, and AI-assisted drafting and review tools.
• Generate templates, playbooks, and self-service guides to create efficiencies and enable business teams to handle routine legal requests independently.

Budget Management
• Partner with Finance to lead the legal team's budget, accruals and forecast.
• Manage invoicing, negotiating rates, adherence to billing guidelines and budgeting with vendors, including outside counsel.

Drive continuous improvement, data analytics, and AI adoption across Legal team operations
• Proactively launch and execute plans for operational improvements.
• Lead AI adoption initiatives for the Legal team, including evaluating AI solutions, developing use cases, training team members, and establishing governance policies for responsible AI use.
• Provide regular communication (email, verbal, intranet, and other modes) with staff across all teams to support implementation of legal advice and Legal team communication across the organization.
• Design and maintain legal operations dashboards and analytics, leveraging data to measure team performance, track spend, identify trends, and present data-driven insights to leadership.
• Identify and implement workflow automation opportunities to reduce manual effort and accelerate routine legal processes.

Manage operational projects and activities to drive efficiency and effectiveness of Legal team workstreams
• Manage relationships with select vendors, including outside counsel:

o Regularly evaluate the success of those relationships

o Conduct vendor RFPs as appropriate

o Identify opportunities to leverage vendors, outside counsel, and technology (including AI tools) to expand capacity while maintaining a sustainable budget.

o Ensure diversity and inclusion are considered when selecting vendors.
• Manage information governance and knowledge management for the Legal team:

o Ensure that all Legal team records are stored in secure, organized file systems to support shared knowledge and compliant record-keeping.

o Oversee implementation of document retention and destruction policy and legal hold process.

o Create and implement protocols for sharing legal information.
• Handle other administrative responsibilities for the Chief Legal Officer.
• Perform special projects and other responsibilities for the Legal team.

Perform other duties as assigned.

Work Experience
• Minimum 7-10 years of legal operations experience (or equivalent paralegal or legal project management experience), with demonstrated, business operations, process improvement, technology implementation, or a related field. Prior legal experience is not required.
• Experience maintaining accurate records, tracking compliance or filing deadlines, or supporting audit or governance processes in any business setting.
• Experience implementing process redesign and improvement initiatives.
• Experience collaborating with senior stakeholders and cross-functional teams.
• Demonstrated experience with AI-powered tools, workflow automation, or business software platforms (such as CRM, ERP, ticketing, or e-signature systems); experience with legal technology is a plus but not required.
• Experience with data analytics, reporting, and building operational dashboards.
• Experience leading change management initiatives and driving the adoption of new tools and processes across teams.
• Experience with budgeting, invoice processing, or vendor management preferred.
• PMP, CAPM, Lean Six Sigma, or similar project management or process improvement certification preferred; CLOC or other legal operations training is a plus but not required.

Skills
• Ability to be proactive, resourceful, responsive, and efficient.
• Strong collaboration skills to interact across all levels of the organization and with external vendors and clients; client-service orientation.
• Exceptionally organized and detail oriented, strong skill in proofreading and a high-level of accuracy in work.
• Exceptional project planning and management skills.
• Ability to exercise considerable judgment and discretion in dealing with confidential and sensitive issues.
• Ability to demonstrate sound and independent judgment, strategic thinking, and problem-solving.
• Exceptional interpersonal and communication skills, both oral and written.
• Ability to handle multiple projects simultaneously and prioritize and reprioritize among same.
• Resourcefulness and ability to work independently with minimal supervision. Desire and aptitude for learning new concepts on the job and taking on new responsibilities.

• Proficiency with business technology platforms (such as collaboration, workflow, and e-signature tools) and comfort learning and evaluating new technology solutions.
• Working knowledge of generative AI tools, with the ability to develop effective prompts and workflows and to apply them to legal work such as contract review, legal research, and document automation.
• Data literacy, including the ability to analyze operational data, build reports, and present insights to stakeholders.
• Change management skills, with the ability to drive adoption of new tools and processes across the legal team and broader organization.

Competencies
• Client Focus - Providing service excellence to internal and/or external clients.
• Time Management - Uses time effectively and efficiently, concentrates on the most important priorities.
• Collaborating with Others - Working together with others in a cooperative and supportive manner to achieve shared goals.
• Attention to Detail - Working in a conscientious, consistent and thorough manner.
• Adaptability - Adapting to work effectively in ambiguous or changing situations, and with diverse individuals and groups.
• Functional/Technical Skills - Has, or can quickly build, the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Business Perspective - Using an understanding of business issues, processes and outcomes to enhance business performance.
• Technology Fluency - Evaluating, adopting, and optimizing technology and AI tools to drive operational efficiency.
• Change Management - Leading teams through technology transitions and process changes with clear communication and training.
• Data-Driven Decision Making - Using metrics and analytics to inform priorities, measure outcomes, and communicate value to stakeholders.

Location - can be remote but strong preference for candidates able to work 2 days a week in EFI's Londonderry, NH or Ypsilanti, MI office.