AI & Legal Operations Specialist - IFS Ultimo

We are seeking a Legal Operations & AI Enablement Specialist to play a pivotal role in advancing the Legal function’s digital transformation. This position will lead the structured management of legal data and AI-powered tools, enabling automation in document review, risk triage and contract analysis.

The position combines legal operations, AI tool optimization, systems management, and cross-functional business partnering. It requires a collaborative mindset and practical experience in managing AI-powered tools.

If you thrive in fast-paced environments, enjoy solving complex commercial challenges in technology and want to help shape the direction of a high-growth AI-first company, we would love to hear from you.

Domain

AI & Legal Technology Management

• Maintain and enhance AI-enabled legal databases and document analysis tools.
• Manage and optimize Contract IQ (in-house AI-based digital worker).
• Curate, structure and validate AI training data (e.g., contracts, NDAs, compliance checklists).
• Create and maintain custom GPTs and other AI-powered legal solutions.
• Provide active technical leadership of Legal AI tools to maximize adoption and business value.
• Identify opportunities for Legal to leverage emerging technologies to enhance efficiency and insight.
• Conduct system analysis, troubleshoot issues, and recommend improvements (fields, processes, dependencies, system behaviour).
• Make strategic recommendations to enhance value derived from legal technology platforms.

Legal Operations & Process Improvement

• Define, refine and standardize operational legal processes.
• Assess existing tools and methodologies to simplify and enhance efficiency.
• Drive cross-functional improvement initiatives in collaboration with global functions.
• Develop innovative approaches to deliver legal metrics and business insights.
• Enable change management initiatives relating to legal systems and processes.

Business Partnering & Stakeholder Management

• Act as a bridge between Legal, technical teams, and business stakeholders.
• Translate data and system outputs into actionable insights for legal management.
• Provide day-to-day troubleshooting and operational guidance to internal stakeholders.
• Lead cross-functional coordination of legal technology and operational projects.
• Manage preparation and updates of end-user documentation, training materials, and process guides.
• Maintain Legal internal intranet communication platforms and knowledge repositories.

Optional: Legal Support & Compliance Enablement

• Support low-level legal work such as NDA reviews (including use of tools such as Luminance).
• Assist with drafting and administrative legal workflows across multiple jurisdictions.
• Support compliance tracking and policy adherence initiatives.

Required experience and knowledge

• Experience in Legal Operations, legal technology, or legal process management.
• Understanding of contract workflows and document lifecycle management.
• Experience working with AI-enabled tools or legal tech platforms
• Systems-oriented mindset with strong analytical and problem-solving skills.
• Ability to translate technical concepts into practical business solutions and take ownership of a project.
• Experience working cross-functionally in a global environment.
• Excellent written and interpersonal and communication skills with the ability to work cross-functionally and influence with diplomacy
• Working with the highest degree of ethics and integrity
• Comfortable working in a fast-paced, high-growth and evolving environment

Preferred education

Essential

• 2+ years’ experience in operations or related business support role, ideally with experience in an international organization with virtual working environment. 
• University degree or comparable professional experience.
• Fluency in English.

Desirable

• Educational background in the legal operations field, and / or experience in technical IT-facing business analyst-type role.
• Legal and / or compliance knowledge beneficial but not required.

We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles, while also valuing inclusive workplace experiences. By fostering a sense of community, we drive innovation, strengthen connections, and nurture belonging. Our commitment ensures you can work in a way that suits you best, while also engaging with colleagues to share ideas and build meaningful relationships.