Legal Operations Specialist and Paralegal

While this role is primarily remote, candidates must reside within a 50-mile radius of either ITHAKA’s New York or Ann Arbor office to be considered. Periodic in-office attendance may be required.

The Role

We are looking for a motivated, detail-oriented Legal Operations professional and Paralegal to support the day-to-day work of ITHAKA’s Office of the General Counsel. Reporting to the Senior Legal Operations Manager, you will administer ITHAKA’s technology-enabled legal team’s systems–including the Contract Lifecycle Management System (Conga Contracts, currently migrating to Ironclad); the Docusign e-signature system; and the Jira legal matter management system. You will help improve processes and workflows and support legal systems’ users across the organization. In addition, you will assist with routine corporate filings and legal drafting, template and clause library maintenance, research, and special projects. The Legal Operations professional and Paralegal will support work involving ITHAKA’s products and services, including JSTOR, Ithaka S+R, and Portico.

Responsibilities

Legal Technology Systems:

• Serve as an administrator for the legal operations systems used by the Office of the General Counsel, including the Contract Lifecycle Management System (Conga Contracts, currently migrating to Ironclad), DocuSign, Jira, and other systems as needed.
• Manage user accounts, handle training and troubleshooting, and communicate substantive changes to users for the legal technology systems. Perform day-to-day maintenance of template documents, clause libraries, dashboards, reports, inquiries, and other administrative tasks as requested.

Project Management and System Onboarding:

• Coordinate onboarding of new users, departments, or groups to the Contract Lifecycle Management System and, as needed, help improve work flows for existing Contract Lifecycle Management System users.
• Gather requirements, identify project participants, coordinate system configuration, and organize user testing and training as needed to meet users’ evolving needs, drive new user testing and training sessions.
• Work with Legal, Finance, Enterprise Services, Business Systems, and other stakeholders to establish project priorities, phases, and schedules.
• Coordinate and execute system migration activities, including gathering data requirements and preparing and cleaning data.

Documentation, Training, and Support:

• Develop and update training materials, user manuals and training videos.
• Conduct training sessions using methods suited to different users and learning needs.
• Document and implement legal team policies and processes in a centralized location and update them as systems and practices change.
• Oversee and respond to user support requests.
• Respond to user requests about the Contract Lifecycle Management System in a dedicated Slack channel and provide timely support.

Corporate Filings:

• Prepare and coordinate routine corporate filings to ensure ITHAKA remains in good standing.
• Maintain a filing calendar, gather required information, prepare filing materials, coordinate submission, and keep records of completed filings.
• Track deadlines and alert the appropriate attorney to issues requiring legal judgment or action.

Experience and Skills

Four years minimum relevant experience with Ironclad, as well as the following skills or abilities:

• Excellent skills in analytical thinking, specifically the ability to identify and define problems, collect data, establish facts and develop substantial conclusions.
• Exceptional organizational skills with an excellent sense of priority, urgency, and commitment to deadlines and an ability to listen, get clarification, and respond well to questions.
• Ability to identify and resolve problems in a timely manner and analyze information skillfully with minimal supervision.
• Ability to communicate effectively with members of other units in order to support their functions as well as to assist them in supporting the Legal unit.
• Solid computer and technology skills, including proficiency with Microsoft Office products (Word, PowerPoint and Excel), Google Suite products (GDocs, GSheets, and Google Slides), Jira, Slack, and MS Teams.
• This role is primarily remote and is open to candidates who live within 50 miles of ITHAKA’s New York or Ann Arbor office. Periodic attendance at the office may be required.

Work Authorization and Sponsorship

ITHAKA is not currently considering candidates who require any type of immigration sponsorship (additional work authorization or permanent work authorization) to work in the United States.

Compensation and Benefits

At ITHAKA we believe in openness and fair pay. Part of living those values is our commitment to clarity about salary ranges, so candidates know what to expect. The starting salary for this position ranges from $80,000–$95,000 per year. Starting pay may vary with job-related knowledge, skills, and experience. At present, our total compensation package for benefits-eligible employees includes medical, dental, and vision plans, an employer-paid 10% retirement contribution, paid parental and caregiver leave, 22 days of paid time off, 11 paid holidays, up to 12 sick days, wellness benefits, and more. Please note that ITHAKA, at its discretion, may make changes to its benefits programs from time to time.