Legal Operations Specialist
Job description
<div class="content-intro"><p><span style="font-family: arial, helvetica, sans-serif;">SpaceXAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. </span><span style="font-family: arial, helvetica, sans-serif;">Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. </span><span style="font-family: arial, helvetica, sans-serif;">We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. </span><span style="font-family: arial, helvetica, sans-serif;">All employees are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.</span></p></div><h3 data-pm-slice="1 1 []"><span style="font-family: arial, helvetica, sans-serif;">ABOUT THE ROLE:</span></h3>
<p>SpaceXAI is seeking a Legal Operations Specialist to own the systems, workflows, and spend controls that keep the legal function running at high speed. The core of this role is Legal Tracker: you will administer, optimize, and operationalize the platform so outside counsel matters, invoices, accruals, and reporting are accurate, timely, and useful to legal leadership.<br><br>You will set the operating cadence for legal operations, tighten outside counsel spend, improve intake-to-close workflows, and use AI tools where they materially reduce manual work. The ideal candidate is detail-oriented, commercially minded, and comfortable operating in a fast-paced environment with confidential information and shifting priorities.</p>
<h3><span style="font-family: arial, helvetica, sans-serif;">RESPONSIBILITIES:</span></h3>
<ul>
<li>Own Legal Tracker as the system of record for matters, outside counsel engagement, e-billing, invoice review, accruals, and legal spend reporting</li>
<li>Configure and maintain Legal Tracker workflows, user access, matter taxonomy, rate cards, billing guidelines, and approval paths</li>
<li>Drive invoice quality and compliance with outside counsel guidelines; identify leakage, duplicates, non-compliant time entries, and opportunities to reduce spend</li>
<li>Produce reliable spend, matter, and vendor reporting for legal leadership; translate data into clear recommendations</li>
<li>Partner with attorneys and finance on matter setup, budgets, accruals, and close processes</li>
<li>Manage day-to-day legal operations, including tracking and optimizing outside counsel spend</li>
<li>Coordinate special projects and cross-functional initiatives as priorities shift</li>
<li>Maintain organized systems and workflows; proactively identify and implement process improvements, with a focus on leveraging AI tools</li>
<li>Handle highly confidential and sensitive information with professionalism and discretion</li>
<li>Provide high-level operational support to senior legal leadership</li>
</ul>
<h3><span style="font-family: arial, helvetica, sans-serif;">BASIC QUALIFICATIONS:</span></h3>
<ul>
<li>Bachelor’s degree preferred or equivalent practical experience</li>
<li>5+ years in legal operations, legal finance, or a closely related role supporting in-house legal teams</li>
<li>Hands-on experience administering and managing Legal Tracker (or equivalent e-billing / matter management systems) as a primary responsibility</li>
<li>Demonstrated experience controlling outside counsel spend through billing guidelines, invoice review, rate management, and reporting</li>
<li>Proficiency with DocuSign, Adobe Acrobat Pro, Google Workspace, Notion, and Slack</li>
<li>Excellent organizational, time-management, written, and verbal communication skills</li>
<li>Proven ability to prioritize and execute multiple workstreams in a fast-paced environment</li>
</ul>
<h3><span style="font-family: arial, helvetica, sans-serif;">PREFERRED SKILLS AND EXPERIENCE:</span></h3>
<ul>
<li>Deep Legal Tracker expertise, including configuration, reporting, vendor management, and training of attorney and operations users</li>
<li>Experience implementing or tightening outside counsel guidelines, AFAs, rate cards, and matter budgets</li>
<li>Comfort using AI tools to accelerate invoice review, matter intake, reporting, and workflow documentation</li>
<li>Experience partnering with finance on accruals, forecasting, and legal spend reconciliation</li>
<li>Strong judgment when handling privileged, confidential, or commercially sensitive materials</li>
<li>Ability to operate independently with minimal direction while staying tightly aligned with legal leadership priorities</li>
</ul>
<h3><span style="font-family: arial, helvetica, sans-serif;"><strong>COMPENSATION AND BENEFITS:</strong></span></h3>
<p><span style="font-family: arial, helvetica, sans-serif;">$110,000 - $135,000 USD</span></p>
<p><span style="font-family: arial, helvetica, sans-serif;">Base salary is just one part of our total rewards package at SpaceXAI, which also includes equity, comprehensive medical, vision, and dental coverage, access to a 401(k) retirement plan, short & long-term disability insurance, life insurance, and various other discounts and perks.</span></p>
<h3><strong>ITAR REQUIREMENTS:</strong></h3>
<ul>
<li>To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR <a href="https://www.pmddtc.state.gov/?id=ddtc_kb_article_page&sys_id=24d528fddbfc930044f9ff621f961987">here</a>. </li>
</ul><div class="content-conclusion"><p><em>SpaceXAI is an equal opportunity employer. For details on data processing, view our </em><em><a href="https://x.ai/legal/recruitment-privacy-notice" target="_blank">Recruitment Privacy Notice</a>.</em></p></div>