The Role

The Legal Operations Executive is responsible for a wide variety of administrative and operational tasks that support the efficient and effective functioning of the Office of the Chief Legal Officer (OCLO) and across the global corporate groups at CAA. This includes managing the processing of invoices, maintaining data and records, and providing support to legal professionals and building and leading a Legal Operations team over time. Additionally, this role will partner with cross functional colleagues across CAAs corporate groups, ensure continuity of legal systems, and matter specific legal/litigation budgets. The ideal candidate will have strong organizational, analytical and technological skills, as well as the ability to work independently and as part of a team.

Responsibilities

General Operations:

Understand the workflow relationships both of the OCLO, and the agency at large, and demonstrate eagerness to learn CAAs core businesses
Serve as liaison with the CAAs other departments to ensure collaboration and efficient handling of budgeting, implementation and maintenance of information technology, and invoicing or billing matters
Manage critical projects in collaboration and partnership with cross functional corporate groups as necessary to support legal systems, process management, and performance reporting
Prepare, monitor, and track legal department objectives, and create metrics and trends on key data points aligned to the OCLOs key objectives and strategic plan, as well as overall department effectiveness
Build and maintain a database of law firms, vendors, and consultants in different geographic and subject matter areas
Develop and maintain training materials, CLE programming and MCLE compliance for legal professionals
Partner with cross functional corporate colleagues to onboard new OCLO employees
Train OCLO team members as needed on tools, processes and systems
Other duties as assigned
Technology Operations:

Research, implement and maintain data analytics and legal technologies and processes, including for contract management, e-billing and workflow management platforms
Assist in implementation and admin of document management and other legal software
Compile/Create policies and procedures for OCLO regarding technology and software and ensure data and records are managed appropriately
Assist in the implementation of new systems and processes
Utilize electronic signature and calendaring applications to ensure documents are executed, distributed and renewed
Organize and update hard copy and electronic files, ensuring all relevant documents are quickly accessible
Manage the CAA Tech process for OCLO onboarding any new vendors that will have access to any CAA data
Financial Operations:

Manage the processing of law firm invoices in accordance with OCLO Guidelines
Administer e-billing software
Evaluate & select new e-billing vendors, manage procurement and review process & design implementation plan with CAA Tech
Research and resolve data or billing inaccuracies, including first review of all incoming law firm and vendor invoices
Negotiate law firm rates and discounts and manage all new matters
Prepare law firm engagement letters, onboard law firms and legal vendors
Maintain spreadsheets, charts and summaries for OCLO, Risk Management/Insurance, and Accounting
Manage outside counsel spend and support long-term department capacity plan regarding resource needs and allocation
Assist Accounting with data requests at end of fiscal year and during annual audit
Manage the global projection, budget, and accrual process for legal expense in partnership with global Legal and Corporate Compliance Department colleagues, law firm partners, and finance colleagues
Report on the status of legal spend to stakeholders