Legal Secretary / Executive Assistant

Loopback Analytics-posted 2 months ago
Full-time
Dallas, TX
11-50 employees
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The Legal Secretary & Executive Assistant provides dual support to the Legal Department and the Chief Executive Officer (CEO) of a healthcare SaaS company. This position plays a critical role in managing contract workflows, maintaining compliance documentation, and ensuring executive operations run smoothly. This person will work closely with internal corporate counsel to ensure contracts are drafted, reviewed, negotiated, and executed in accordance with Loopback’s policies and risk management standards. This position is ideal for a professional with deep experience in SaaS contract administration, legal operations, and executive support who thrives in a dynamic, high-growth healthcare technology environment.

  • Contract Administration (Approx. 75%)
  • Contract Lifecycle Management: In coordination with internal corporate counsel, manage the full lifecycle of customer, vendor, and partner agreements—including drafting, reviewing, negotiating, and executing contracts such as MSAs, SOWs, BAAs, Order Forms, NDAs, and amendments.
  • Database System Ownership: Develop, implement, and maintain the company’s centralized contract management database system (currently Salesforce-based), ensuring accurate entry, version control, and tracking of all agreements.
  • Process Development: Design and continuously refine standardized procedures for contract intake, approval, execution, and archiving to drive consistency and efficiency across the organization.
  • Compliance & Risk Management: Partner with Legal and Finance to ensure all contracts comply with corporate policies, regulatory requirements (HIPAA, GDPR, data security), and internal approval thresholds.
  • Cross-Functional Collaboration: Serve as liaison among Legal, Sales, Finance, and Operations to facilitate contract execution, resolve issues, and ensure alignment across teams.
  • Reporting & Metrics: Generate and distribute periodic reports on contract volume, turnaround time, renewal status, and key performance metrics.
  • Renewal & Obligation Tracking: Maintain proactive oversight of key contract dates, obligations, and renewal timelines; provide timely alerts to stakeholders.
  • Vendor & Insurance Administration: Review vendor agreements for compliance and risk allocation; maintain and distribute ACORD forms and insurance documentation.
  • Due Diligence & Audit Support: Support corporate counsel with internal audits, M&A due diligence, and compliance investigations; maintain organized electronic audit files.
  • Workflow Automation: Configure and maintain Salesforce workflows and templates for contract approval, version tracking, and document routing.
  • Executive Assistant Responsibilities (Approx. 25%)
  • Administrative Support to CEO: Manage the CEO’s daily schedule, including meetings, travel arrangements, and event coordination.
  • Screen and prioritize communications (emails, calls, and meeting requests) to ensure efficient time management.
  • Document & Communication Management: Prepare agendas, meeting materials, and follow-up actions for internal and external meetings.
  • Assist in the preparation and editing of executive correspondence, presentations, and reports.
  • Coordinate cross-functional communication and serve as a liaison between the CEO and other departments or external partners.
  • Dallas Office Support: Order office supplies as needed, retrieve mail, and maintain the professional appearance of the Dallas office.
  • Confidentiality & Professionalism: Handle confidential business and personnel information with the highest level of discretion.
  • 7+ years of contract administration or legal operations experience, preferably in a SaaS or healthcare data company.
  • Experience developing and managing a contract management system or database (Salesforce experience strongly preferred).
  • Demonstrated ability to work collaboratively with in-house counsel, finance, and executive leadership.
  • Strong knowledge of contract law fundamentals, data privacy obligations, and healthcare compliance standards (e.g., HIPAA).
  • Exceptional attention to detail and organizational skills.
  • Proficiency with Microsoft 365, Adobe Acrobat, DocuSign and CRM/CLM systems.
  • Strong communication and interpersonal skills, with the ability to interact confidently at all organizational levels.
  • 10+ years of legal, contract administration, or corporate operations experience.
  • Paralegal or legal operations certification.
  • Notary Public certification or willingness to obtain.
  • Experience supporting a CEO or executive team in a high-growth environment.
  • Familiarity with RFP responses, procurement processes, and compliance documentation.
  • Bachelor’s degree in business, legal studies, or related field.
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