Sr. Legal Specialist, Executive Operations

Position Summary

Principal Duties & Responsibilities

Executive Enablement & Priority Management

• Manage the GC’s agenda, calendar, and strategic cadence, including Board cycles in partnership with Sr. Legal Specialist, Corporate Governance, leadership rhythms, transactions, and other milestones.
• Anticipate conflicts, preparation needs, and escalation points; ensure the GC’s time is focused on the highest-impact matters.
• Act as a trusted gatekeeper and integrator across competing priorities.
• Design and coordinate onboarding processes of new staff in the legal department.
• Interface with Finance, C-suite offices, and external parties to coordinate activities and information flow on behalf of the GC.

Legal Department Financial Stewardship and Legal Vendor Management

• Build and optimize the end-to-end Legal Department’s budgeting and forecasting function, including assessment of existing processes, design of improved financial controls and workflows, and operate the process ensuring predictability, accuracy and efficiency in the legal financial management model.
• Track, consolidate, and submit internal legal expenses (travel and expenses, training, subscriptions, etc), identify cost pressures, compliance issues, or operational risks and escalate or recommend actions as appropriate.
• Establish and operate disciplined end‑to‑end management processes for a subset of Legal vendors, including vendor onboarding, contract term and renewal tracking, spend monitoring versus budget, and coordination with Finance to ensure accurate, timely payment of vendor invoices. Analyse spending trends, variances, and risks, and provide the GC and legal team with insights to support resource allocation and operational decisions, prepare concise, clear, and GC-ready financial summaries and narratives.

Operational Support

• Coordinate and prioritize operational support for the Legal leadership team, including scheduling, travel planning, expense processing, and routine meeting logistics.
• Prepare and refine presentations, memoranda, spreadsheets, and other business materials, ensuring clarity, consistency, and professional standards, using the Legal Department’s tools and the full Microsoft Office applications (Word, PowerPoint, Excel, Outlook, Copilot, etc).
• Oversee coordination of departmental operational needs, including office equipment readiness, electronic document execution (e.g., DocuSign or similar), routine legal formalities, document retention, and the secure sending and receipt of legal correspondence, in coordination with IT, Facilities and other support functions as appropriate.
• Monitor execution of administrative activities to ensure timeliness, accuracy, and alignment with established policies and procedures.
• Identify opportunities to improve efficiency and consistency in Legal Department operations and recommend enhancements as appropriate, including with AI.

Legal Department Events, Offsites & Programs

• Plan and execute Legal Department meetings, offsites, training sessions, and other departmental events, managing logistics, timelines, and deliverables from concept through completion.
• Exercise judgment in selecting venues, vendors, formats, and program elements within approved budgets and established guidelines.
• Develop and manage event budgets, monitor expenditures, and ensure alignment with departmental objectives and company policies.

Information Flow & Communications

• Filter, synthesize, and contextualize information for the GC and Legal leadership.
• Draft or coordinate internal communications on behalf of the GC when appropriate.
• Establish administrative and reporting standards across the Legal Department.

Education, Specialized/Technical Knowledge, or Required Skills

Education: 

• Bachelor’s degree required in either business administration, management, legal studies or paralegal studies, finance or accounting, communications or public administration. 

Skills and Experience:

• 8–12+ years supporting C-suite or EVP-level executives, preferably in legal, regulated, or industrial environments.
• Demonstrated experience managing complex calendars, priorities, and confidential matters. 
• Strong financial acumen; comfort managing budgets, forecasts, and spend analysis. 
• Exceptional judgment, discretion, and executive presence. 
• Resourceful problem solver, highly organized, proactive, service-oriented, and able to operate calmly under pressure. 
• Demonstrates intellectual curiosity and a commitment to continuous learning, including adoption of new tools, technologies, and ways of working (including AI-enabled solutions where appropriate). 
• Operates with flexibility and a team-oriented mindset, providing support and back-up to peers and other Legal Department staff as needed to ensure continuity of operations. 
• Adapts to evolving responsibilities and priorities, contributing to balanced workload distribution across the Senior Legal Specialist team. 
• Collaborates proactively to maintain effective processes, knowledge sharing, and operational resilience, including coverage during absences or peak workload periods. 
• Tech savvy and well versed in using tools that include, but not limited to, full Microsoft Office applications (Word, PowerPoint, Excel, Outlook, Copilot, etc), Concur, Basware, DocuSign, etc