Legal Operations Specialist

Job Description:

Swoop is a leading provider of AI-driven, precision healthcare omnichannel solutions dedicated to protecting consumer privacy and improving patient outcomes. By prioritizing privacy and compliance, Swoop delivers industry-leading audience segments, 100% MLR-approved conversational AI agents, and now a leading opted-in patient social network in the U.S. through its acquisition of MyHealthTeam. Swoop’s solutions drive meaningful patient and provider engagement, optimal conversion, and measurable increases in Rx lift across the patients’ health journey.

Job Overview

The Legal Operations Specialist is a pivotal role that will work in close collaboration with the other members of the Legal Department and across Swoop.  The Legal Operations Specialist will be responsible for managing and maintaining the company's comprehensive contract filing system, ensuring all Swoop contracts are fully executed and up-to-date. The role requires excellent organizational skills and a keen eye for detail to track contract expirations and renewals, coordinating with stakeholders to prevent lapses or prepare termination notices. This position involves preparing, finalizing, and editing non-complex contracts, such as NDAs and rebate agreements, and updating contractual templates in response to changes in the law and Swoop technology.

The Legal Operations Specialist will also be responsible for routing documents for signatures, coordinating legal and company training sessions, and assisting with filings and registrations under senior attorneys’ supervision. The ideal candidate will have excellent Microsoft Office skills, particularly in PowerPoint and Word, and demonstrate proactive critical thinking and good judgment. This role demands a candidate who is not only organized and efficient but also intellectually curious, with the ability to work under pressure and support the high growth planned for the Swoop organization.

Duties and Responsibilities

• Serve as the organization’s main point of contact to file, maintain, and follow up on all contracts to ensure most up-to-date copies are  executed and kept on file;
• Track expirations and renewals across the board and coordinate with key  stakeholders to ensure contracts do not expire and appropriate notice is provided in the case of contract termination;
• Ensure signatures are routed and captured in a timely manner;
• Manage and update templates for contracts and compliance documents;
• Organize and coordinate legal and other required company trainings, including, by not limited to, following up with delinquent participants to ensure completion;
• Schedule and coordinate Swoop’s Privacy Advisory Committee meetings;
• With oversight by senior attorneys, assist with Swoop annual filings and registrations;
• Manage Legal, HR and Finance off-sites

Skills and Qualifications

• Bachelor’s degree or equivalent;
• At least three years of relevant experience preferred;
• High proficiency of all Microsoft Office applications, particularly PowerPoint and Word;
• Strong project management skills with the ability to manage multiple priorities and deadlines;
• Familiarity with basic types of contracts;
• Willingness to, with oversight by senior attorneys, help prepare/edit/finalize, non-complex contracts, such as NDAs, rebate agreements, and/or offer letters;
• Familiarity with compliance and regulatory standards with strong ethical standards and integrity;
• Ability to work independently and collaboratively in a fast-paced environment;
• Intellectual curiosity and interest in learning about the business or aspects of what is being tasked to really understand the “why” and “how” of it all to make sure things are done correctly;
• Proactive and demonstrated ability to deploy critical thinking and good judgment to arrive at an acceptable outcome with little to no direction;
• Confident, competent, polite and thoughtful demeanor with ability to converse with all levels of employees, particularly diverse leadership team