Lead, Legal Operations Specialist

Our Legal and Compliance team (legal department) is looking to add a Lead, Legal Operations Specialist to work in their Legal Operations Team, reporting to the Director, Legal Operations. The Legal Operations Team is involved in nearly everything the legal department does, with the exception of practicing law. This position enables the operational function of the legal department by implementing and managing scalable technology, tools, processes and procedures necessary for each of the legal and compliance practice areas in an efficient and cost-effective manner. This is a great opportunity to work with a dynamic global legal team and to work in a fast-paced, innovative environment.

The Lead, Legal Operations Specialist will work closely with the legal operations team, legal and compliance department team, internal stakeholders and external technical partners to understand requirements, pain points and opportunities to identify department inefficiencies. The Lead, Legal Operations Specialist will play a key role researching and identifying ways to improve department inefficiencies through innovation, by the use of legal technology, automation, and GenAI. This position will collaborate very closely with the legal operations leaders and managers to improve metrics and KPIs within the department, as well as manage legal operations new initiatives and ongoing support related to people, processes and technology within the legal and compliance department.

Primary Duties & Responsibilities

• Manage the legal operations specialists' team, including but not limited to senior legal operations specialists and legal operations specialists.

• Direct legal operations specialists' team on current and future initiatives.

• Manage the department's automated internal knowledge management platform.

• Manage Department's project management tool, Smartsheet, including managing license pool for tool, allocating licenses costs out appropriately, providing training session to new users, etc.

• Collaborate with the upper-level legal operations team during the integration efforts post close of company acquisitions to integrate newly acquired people, processes and technologies.

• Implement and manage the legal operations change management program within legal department, including managing the legal department's positive and successful adoption of technology, AI and GenAI.

• Serve as the department project manager for all legal and compliance technology implementations including managing project plans by utilizing project management software, such as Smartsheet, and leading presentations on status of initiatives.

• Create legal department employee project plans, dashboards and reports using the department's project management system, Smartsheet, or other technology tools utilized within the legal department.

• Strategize with the legal operation's senior members in advancing the legal operations maturity model.

• Responsible for creating data driven metrics, reporting and dashboards within legal technology utilized within the legal department and presenting to legal operations' senior members.

• Manage the legal department's onboarding program including further building out the program for efficiency purposes as well as taking a proactive approach to planning and coordinating the onboarding of new legal department employees according to the Team's onboarding program.

• Manage the legal department's offboard program including further building out the program for efficiency purposes as well as proactively planning and coordinating the offboarding of departing employees.

• Backup liaison for managing the department's e-Billing platform (SimpleLegal).

• Collaborate with the legal department's global compliance function to provide support as needed as it pertains to the technology and software utilized within the compliance function on an as needed basis.

• Coordinate with key legal department stakeholders to update the CLCO's report to Audit Committee on a quarterly basis, as well as update the Audit Committee report form ongoing basis.

• Provide technical support for existing and new legal applications and tools (e.g., matter management software, legal department knowledge management platform on SharePoint, entity management platform.

• Responsible for training legal applications and technology solutions to key stakeholders, including project management tool training.

• Evaluate, test, implement and support technology solutions throughout the department as needed.

• Lead and manage the legal department fellowship/internship program when the legal department on an as needed basis; i.e. when interns are internally within the organization.

• Serve as primary point of contact for fielding general questions to the legal department and direct inquiries to the appropriate team member as necessary.

• Review and analyze legal operations metrics based on key functional areas within the department to determine business decisions and to improve departmental outcomes.

• Revamp the build out of various processes including transition to flow charts when needed via Lucidchart, MS Visio and Adobe Pro.

• Take ownership, make decisions and move projects forward, sometimes with limited direction.

• Plan and coordinate department events; offsite and onsite.

Education & Experience

• BA or BS degree required

• Minimum 7-10 years' directly applicable work experience in a similar role, including:

• Worked in a corporate legal operations department or law firm that has a legal operations function.

• Familiarity with Legal Operations Maturity Model.

• Knowledge of legal and compliance industry tools and technology, including AI and GenAI.

• Project management experience. Experience managing legal software tools.

• Experience managing legal operations metrics; creating dashboards and manipulating reports to generate useful data and KPI's.

• System management and change management experience.

• Performing and continuously improving operational duties.

• Developed user documentation and training materials and led user training.

• Proficient in using the MS Office suite, including Excel and Visio, to present complicated information.

Skills

• Strong analytical skills and attention to detail.

• Problem solver who is not deterred by obstacles. Must be capable of handling multiple projects and initiatives simultaneously.

• Embrace technology as a means to enable and automate business processes.

• Demonstrated ability to meet deadlines while working on multiple projects in a fast-paced and rapidly changing environment.

• Advanced written and oral communication skills.

• Positive, self-motivated, quick learner and innovative person.

• Meticulous attention to detail, especially in written materials.

• Proactive, critical thinker, with excellent organizational skills.

• Strong team player and customer service orientation

• Advanced proficiency with MS Excel, MS Word, MS Outlook, MS PowerPoint and MS Visio.

• Experience with O365 tools, MS Forms, Adobe Pro, and Smartsheet

• Planning and Organizing

• Problem Solving, Decision Making, and Continuous Improvement

• Professional and Technical Knowledge and Skills

• Results Oriented

• Teamwork and Conflict Management

Working Conditions

• Ability to work full-time during core business hours in a remote (home-office) or in-office setting

• Ability to work extended hours (early morning, evening, or weekend), when necessary

• Ability to travel domestically and internationally, when necessary

Physical Requirements

• Ability to sit for an extended period of time

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company's values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity

• Create an Environment of Trust

Collaboration

• Innovate Through the Sharing of Ideas

Accountability

• Own the Process and the Outcome

Respect

• Recognize the Value in Everyone

Enthusiasm

• Find a Sense of Purpose in Work

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you need assistance or an accommodation due to a disability, you may contact us at talentacquisition@coherent.com.