Job Summary:
The Senior Paralegal & Legal Operations Manager provides senior paralegal support and manages the legal department infrastructure that enables IMMI's attorneys to focus on high-value legal work. In the three-person legal department structure, this role is responsible for contract lifecycle support, matter tracking, corporate records, entity administration, outside counsel administration, budgeting support, reporting and analytics, legal technology, workflow coordination, and other legal operations functions.
Framework Element
Role Alignment
Primary emphasis
Approximately 80-90% process, infrastructure, records, reporting, and legal operations
Attorney support model
Supports the General Counsel on governance, Board, M&A, major litigation, and enterprise-risk matters; supports the Assistant General Counsel on operational contracts, employment, compliance, disputes, and business counseling
Scalability objective
Build repeatable systems that allow the legal department to handle more matters without adding unnecessary administrative burden
Primary Duties and Responsibilities:
- Manage legal department intake, matter tracking, status reporting, deadlines, calendars, and follow-up processes to improve visibility and accountability.
- Administer contract lifecycle processes, including contract intake, routing, execution support, repository maintenance, obligation tracking, renewal monitoring, and reporting.
- Maintain corporate governance records, entity records, Board and committee materials, minutes, resolutions, officer/director information, and related documentation as assigned.
- Support litigation, claims, investigations, insurance matters, discovery, record collection, document organization, legal holds, status tracking, and outside counsel coordination.
- Coordinate outside counsel administration, including engagement letters, invoice routing, budget tracking, matter summaries, reporting, and file organization.
- Support intellectual property administration, including docket tracking, portfolio records, correspondence coordination, and outside counsel support.
- Support compliance and policy administration, including training logistics, policy repositories, certifications, risk registers, and compliance report preparation.
- Prepare and maintain legal department dashboards, contract reports, matter reports, budget summaries, and other analytics for the General Counsel, Assistant General Counsel, and business stakeholders.
- Manage legal department technology tools, templates, shared files, naming conventions, playbooks, trackers, and process documentation.
- Assist with M&A, strategic transactions, due diligence, post-closing records, document collection, and integration tracking as assigned.
- Coordinate signatures, notarizations, filings, document retention, records requests, and other legal administrative processes requiring confidentiality and attention to detail.
- Promote process improvement by identifying workflow gaps, recommending practical changes, and implementing legal operations best practices appropriate for a small department.
Skills & Qualifications:
- Paralegal certificate, associate degree, bachelor's degree, or equivalent experience preferred.
- Significant paralegal, legal operations, contract administration, corporate governance, compliance, or law firm/in-house legal department experience preferred.
- Strong organizational skills, attention to detail, discretion, professionalism, and ability to manage confidential information.
- Experience with contract management, document management, matter tracking, corporate records, reporting tools, and Microsoft Office / SharePoint / Teams preferred.
- Ability to manage multiple priorities, follow up across departments, maintain accurate records, and communicate effectively with attorneys, business stakeholders, outside counsel, and vendors.
- Servant-leadership mindset and ability to work collaboratively while improving legal department processes and accountability.
- Ability to travel as required and comply with all legal and corporate responsibilities.
Required Tools:
- Legal research platforms (e.g., LexisNexis, Westlaw)
- Contract and document management systems
- Microsoft Office Suite and collaboration tools (e.g., SharePoint, Teams)
- Compliance, risk management, reporting, matter tracking, and budgeting tools
Physical Requirements and Key Functions:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 50 pounds occasionally.
- Ability to visually inspect and interpret designs on screen and in print.
- Use of functional Core Tools
- Ability to communicate with internal and external stakeholders
Working Conditions/Environment:
- This work is deadline-oriented, requires multitasking, a fluctuating work schedule, and flexibility within the workday.
- Frequent use of a computer and other office equipment is necessary.
- The role requires clear communication with internal and external stakeholders through in-person, phone, electronic, and written correspondence.
- Warehouse or operational site visits may require appropriate PPE.
Data Protection:
This role may involve access to personal data and confidential business information. The team member is responsible for protecting such information and using it only for authorized company purposes in accordance with applicable law, company policy, and legal department direction.
Compensation Classification:
FLSA Status: Exempt (subject to review based on actual job duties and compensation)
Location: Westfield, IN
