Legal Operations Administrator

Job Description

Job Description

Role Location:  Waltham, MA, hybrid, or remote

The Company
We are Alloy Therapeutics — a biotechnology ecosystem and Product Development Organization (PDO) empowering the global scientific community to make better medicines together. Through a community of partners, we democratize access to pre-competitive tools, technologies, services, and company creation capabilities that are foundational for discovering and developing therapeutic biologics. The company facilitates affordable, non-exclusive access to the entire drug discovery community from academic scientists, small and medium biotech, to the largest biopharma. At Alloy, we believe our industry should compete on getting the best drugs to patients as quickly as possible, not exclusive access to the best platforms. As a reflection of our relentless commitment to the scientific community, we reinvest 100% of our revenue in innovation and access to innovation. May the Best Drug Win. 

Alloy has evolved from a startup into a global product development organization operating 11 divisions across 5 research sites in 4 countries on 3 continents. Our model - Integrated Independence - combines centralized capabilities with entrepreneurial operating divisions. Successful members thrive in our shared culture of accountability, deliberate trust, and open communication. As a team we aspire to work together to exceed expectations and collectively contribute across the global organization to always maintain our nimble, startup culture.

At Alloy, we have an ethos of "Mentorship-By-Apprenticeship" in all of our positions. We strive to have workers in the office when needed to interact organically and face-to-face. Of course, as a lab-based operation, our cells and animals grow 7 days a week, 365 days per year. We respect and value our colleagues for their hard work that requires them to be in the lab every day. We ask our people who have more flexible accommodations to appreciate their colleagues who have less flexibility. We are all one team!

About the Role at Alloy Therapeutics
The Legal Operations Administrator will serve as the organizational hub of the Legal team and as a dedicated support resource for the team's attorneys, owning the systems, records, and workflows that keep a sophisticated in-house legal function running smoothly and enabling the attorneys to focus on substantive legal work. This role combines high-level administrative coordination with legal operations responsibilities — document and records management, signature and filing logistics, entity recordkeeping, diligence support, and workflow coordination across in-house counsel, business units, and outside counsel. The role also plays a central part in modernizing how the legal team works, including developing standard operating procedures and helping implement AI-enabled workflows in partnership with the company's AI team. The ideal candidate is a proactive, systems-minded professional who takes genuine pride in organization, process, and supporting others' success, anticipates needs before they arise, and can be trusted to manage confidential matters with discretion and precision.

Key Responsibilities 
Legal Operations & Workflow Coordination

• Coordinate legal department workflows, including intake, tracking, and prioritization of requests from business units; monitor open matters and deadlines to ensure timely completion.
• Assess existing legal department workflows and identify opportunities to improve them for efficiency, consistency, and scalability, including by leveraging and implementing AI-enabled solutions where appropriate.
• Serve as the primary point of coordination between in-house counsel, business units, outside counsel, and external service providers on operational and administrative matters.
• Track legal vendor engagements and invoices, perform a first-level review of vendor bills, and assist the attorneys with the review and management of legal vendors and billing.
• Develop, document, and continuously improve legal department processes, templates, and playbooks to promote consistency and efficiency across the team.

Document & Records Management

• Own the legal department's document filing and records management function, including maintaining consistent file and folder structures, naming conventions, and version control across document repositories.
• Serve as the department's filing Administrator: ensure fully executed agreements, corporate records, and other legal documents are properly filed, indexed, readily identifiable, and retrievable.
• Ensure documents are organized and compiled so they can be quickly assembled and produced, and assist attorneys in responding to and addressing diligence requests, both internal and external.
• Administer and enforce document retention policies and schedules, including coordinating periodic file audits and secure disposition of records.
• Maintain internal records relating to all legal entities, including organizational charts, officer and director records, and membership interest and share certificate logs.

Transaction Support

• Prepare initial drafts of routine legal and corporate documents based on established templates and precedents for attorney review.
• Assist with corporate organization and entity management logistics, including facilitating officer and director modifications and maintaining related records.
• Coordinate and secure signatures from executives, directors, investors, and counterparties in support of transactional and financing activities, including managing signature packets at closings – this includes both manual signature packets as well as administering the company's DocuSign (or similar e-signature) platform, including preparing and routing envelopes, and managing and tracking signing workflows, outstanding signatures, and maintaining completed-document records.

Administration, Process, & AI Enablement

• Serve as a dedicated support person for the attorneys on the team, providing high-level administrative and operational support to in-house counsel and various business units on legal matters.
• Establish and draft, in collaboration with the group's attorneys, standard operating procedures (SOPs) for legal department processes, procedures, and recurring workflows, and maintain them as living documents as practices evolve.
• Leverage AI tools and work with the company's AI team to collaborate on, enable, and assist in rolling out and implementing AI-driven workflows for the legal team, including embedding AI into the SOPs and processes described above.
• Serve as the legal department's point person for integration with the organization's broader efforts to implement AI workflows, coordinating with the AI team and other stakeholders to ensure the legal function's needs and requirements are represented.

Qualifications
Required:

• Bachelor's degree or equivalent combination of education and experience.
• 5–8+ years of progressive experience in legal operations, legal administration, records management, or senior paralegal/legal support roles, gained in-house, at a law firm, or a combination of both.
• Demonstrated ownership of a document management or records function, including file organization systems, retention policies, and records audits.
• Hands-on experience administering DocuSign or a comparable e-signature platform, including template and workflow management.
• Experience preparing documents from templates and coordinating signature and closing logistics for corporate transactions.
• Strong familiarity working with AI tools (e.g., Claude, ChatGPT, or similar generative AI assistants) and comfort incorporating them into day-to-day work.
• Exceptional organizational skills and attention to detail, with a track record of building and maintaining orderly systems that others rely on.
• Strong written and verbal communication skills, including the judgment to interact professionally with executives, board members, investors, and outside counsel.
• Proven ability to manage multiple workstreams, prioritize under deadline pressure, and maintain strict confidentiality.

Preferred:

• Hands-on file management experience — organizing, structuring, and maintaining large document collections — is highly beneficial.
• Deep experience administering a document management system (DMS) is a plus.
• Extensive experience implementing AI-based solutions or building solutions using AI — for example, designing AI-assisted workflows, automations, or internal tools.
• Experience supporting a multi-entity corporate structure (international organization and subsidiaries, joint ventures, SPVs, and investment vehicles) and maintaining entity records.
• Familiarity with corporate governance documentation and transaction closing processes.
• Experience in the life sciences or biotechnology is a plus.
• Notary public commission (or willingness to obtain one).

 

Taking Care of Our People
We support the individuality of what people need to do outside of work to empower them to do their best at work. While you focus on making better medicine together , we focus on programs and benefits that support a diverse and growing team. Whether you’re single, in a growing family, or nearing retirement, Alloy offers a variety of comprehensive and competitive benefits starting from day one.

Compensation

• Competitive base and equity compensation commensurate with level of experience and independence
• 401(k) company match

Health & Family

• Generous personal and family medical, dental and vision benefits with 100% of premiums and deductibles covered
• Company-paid disability (STD, LTD) and life insurance
• Paid parental leave
• Family planning support up to $45,000 (e.g., IVF/PGT, adoption, surrogacy, egg retrieval)

Unique Perks

• Unlimited PTO (paid time off) and flexible schedules
• Annual stipend for continuing education with commitment to your career through individualized professional development plan
• Wellness and Extensive Employee Assistance Program (EAP) including resources for mental wellness

Pay Transparency
At Alloy Therapeutics, we believe in fostering trust and open communication. For this role, the estimated range is $100,000 - $145,000, with the final offer based on factors like your experience, skills, and alignment with our needs.

Additionally, this role is eligible for equity compensation, reflecting our commitment to shared success as we work together to make better medicines.

We are proud to offer competitive compensation and benefits, aiming to support our team’s professional and personal well-being. If you have any questions about pay or benefits, we’re here to help.

Alloy Therapeutics is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, veteran status, disability, or other legally protected status. If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at View email address on us.fitly.work . We will make every effort to respond to your request for disability assistance as soon as possible.

Powered by JazzHR

RN2JyBBENN