Senior Legal Operations Specialist - Us Remote

Our Team

Vista Legal delivers full spectrum legal guidance to the Vista business, as well as customs and trade compliance support. We are a global team, with 14 team members located across the United States, Spain, Canada, the Netherlands and Ukraine. Vista Legal strives to help Vista achieve its strategic and business objectives. To that end, we take pride in delivering creative, practical, and solution-oriented advice aimed at enhancing strategic and business outcomes and minimizing friction on business execution, all while keeping important compliance and risk mitigation considerations in proper focus. As a team, we are smart, passionate, and driven to contribute to Vista’s success, while still keeping it relaxed, collaborative and fun along the way.

What You Will Do

As the Sr. Legal Operations Specialist, you will report to and work closely with Vista’s General Counsel. Your responsibilities will entail both legal operations support and providing executive assistance as needed.

• Law Firm Billing Relationships and E-billing Platform. Overall responsibility for managing our e-billing solution (currently CounselLink), which is used to manage billing from and payment to outside law firms, and for managing billing relationships with the 60+ law firms we work with globally at any given time (though most of this is automated via CounselLink). Partner with colleagues in our Finance department to manage the monthly “accrual” process surrounding our law firms’ unbilled fees and expenses.
• Handling Team Member Expense Reports and Reimbursement. Legal team members occasionally incur expenses in connection with their roles on the Legal team, and will need support in processing these expenses for reimbursement.
• Vista Legal’s “Non-Comp” Expense Budget. Track and handle the Legal team’s “non-comp” expense budget (i.e., expenses other than team member compensation expense) throughout each fiscal year.
• Technology Platforms and Tools. Act as the system administrator for technology platforms and tools which are managed by the Legal team. These include DocuSign (e-signatures), Zendesk (contract intake ticketing tool), and CounselLink (e-billing, mentioned above), among others. For other technology platforms and tools used by the Legal team which are administered by the company, you will have primary responsibility for overseeing and managing the spaces, pages, folders, files, and tickets which belong to the Legal Team. These company-managed systems include Confluence, Box, and Jira, among others.
• Subpoenas and Law Enforcement Information Requests. Play key role in helping the Legal team fulfill its obligations to handle subpoena and law enforcement information requests for Vista. Triage newly-received subpoenas and information requests and select the approach for handling, depending on the nature of the subpoena or request received. Where internal records need to be produced, use Vista’s systems for searching and recovering records and assemble the requested documents for production. Assist with the drafting of Vista’s written response, in close collaboration with the GC or another lawyer on the team, as well as with the drafting of the records affidavit where one is required to accompany the documents for production.
• Calendaring Large Meetings and Team Meetings. While team members frequently schedule Zoom meetings themselves, sometimes support will be needed when the proposed meeting involves multiple participants, and calendar conflicts will need to cleared to find an acceptable meeting time. You will also be responsible for calendaring Legal team meetings.
• Travel Arrangements. Although Legal team members do not take business trips frequently, when they do, they will need help in booking travel arrangements and taking care of travel-related expense reports. These travel arrangements will be made in coordination with our travel management company, which provides agent-assisted and online booking reservation services.
• Subsidiary Maintenance and Corporate Governance. Take lead responsibility for corporate maintenance of the 37 Cimpress subsidiary companies globally that are viewed as Vista subsidiaries. This involves working with our corporate services providers and outside counsel to ensure that required periodic corporate maintenance filings (such as annual reports, franchise tax filings, etc.) are made timely. This also involves the coordination of required corporate governance documents as may be required from time to time as well as coordination of power of attorneys where needed in appropriate circumstances. Develop and work through relationships forged with our corporate service providers and supporting law firms globally.

Your Qualifications

At Vista, we are striving to hire individuals that add new ideas and perspectives to our teams and enhance our culture. No matter your background or work experience, we strongly encourage you to apply—even if you feel that you don’t meet the exact requirements or have the same qualifications. You might be a great candidate for this or other opportunities!

• Solutions focused approach. We want team members who enjoy embracing new challenges and coming up with great solutions to those challenges.
• A bachelor’s degree from an accredited college or university.
• Experience and comfort working with cloud-based business productivity and collaboration tools, even if not the particular cloud-based tools that Vista uses (such as Confluence, Box, Jira and Zendesk).
• Solid proficiency in Microsoft Office suite (i.e., Outlook, Work, Excel and PowerPoint), with familiarity with the corresponding Google Workspace tools (i.e., Gmail, Docs, Sheets and Slides) a plus.
• Ability to thrive in a complex world. Our business strategy is evolving, and our organization is complex. We are a growing and highly matrixed, global organization and face challenges typical of a company our size.
• Attention to detail. Executional excellence is critical to success in the role, especially given that you will so often be working independently and without close oversight. Making sure all details are covered will set you - and the projects you help run – up for success.
• Collaborates well with others. You’ll be needing to collaborate and build strong, effective working relationships many people, both inside and outside Vista, to accomplish what you’ll need to get done. It’s important to hold them accountable in a way that inspires them to want to work with you. Show us what it takes to be a great partner for both our customers and the people we do business with.

Why You'll Love Working Here

There is a lot to love about working at Vista. We are an award winning Remote-First company. We’re an inclusive community. We’re growing (which means you can too). And to help orient us all in the same direction, we have our Vista Behaviors which exemplify the behavioral attributes that make us a culturally strong and high-performing team.

About Us

Vista is the design and marketing partner to millions of small businesses around the world. For over 20 years we’ve been inspired by small businesses, and we work incessantly to deliver solutions to their evolving needs. VistaCreate, 99designs by Vista and VistaPrint, all under the parent brand Vista, represent a full-service design, digital and print solution, elevating small businesses’ presence in physical and digital spaces and powering them to achieve success. Vista is focused on making great marketing and design accessible to every small business owner, allowing them to create a cohesive brand image for use in-store, online and on-the-go.

Commitment To Diversity, Equity, & Inclusion

Vista exists to help our customers live their dreams. Each dream is unique – and the Vista team needs to be as well. We believe in the unique contributions of everyone within a diverse global organization. We are collaborative, inclusive, and innovative. We strive to role model and live an inclusive culture of fairness, respect and belonging for all. And we work together to empower each other, creating a space in which each of us can spark our next great idea.

Equal Opportunity Employer

Vista, a Cimpress company, is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, sex, national or ethnic origin, nationality, age, religion, citizenship, disability, medical condition, sexual orientation, gender identity, gender presentation, legal or preferred name, marital status, pregnancy, family structure, veteran status or any other basis protected by human rights laws or regulations. This list is not exhaustive and, in fact, in many cases, we strive to do more than the law requires.