Legal Operations Specialist

Join our Legal Department as a Legal Operations Specialist - Compliance, where you will be the operational backbone of our Privacy Operations and AI Governance programs, supporting the Legal Operations Manager in executing compliance processes and scaling enterprise-wide AI governance initiatives.

About the role

As an Associate Legal Operations Specialist-Compliance, you will be a core execution role within Aptean's Legal Department, supporting the Legal Operations Manager primarily across Privacy Operations and AI Governance, with policy and compliance-training lifecycle management and broader Legal Operations support. You will be the operational backbone of the department's compliance programs, including running processes, maintaining registers and records, coordinating globally distributed stakeholders, and ensuring the programs our senior attorneys and specialists design are executed consistently and on time.

This is a high-visibility, early-career role. The Legal Department operates with direct executive attention on AI adoption and compliance maturity, and you will be joining at the moment these programs are being built and scaled. The role offers meaningful exposure to enterprise AI governance and global privacy operations.

Key Responsibilities

• Administer and manage OneTrust privacy automation platform
• Triage and manage Data Subject Requests (DSRs) and coordinate privacy assessments
• Coordinate Vendor Data Processing Agreements (DPAs), including sub-processor management
• Maintain version control and distribution of privacy policies
• Support Privacy Attorneys on routine privacy process execution
• Track AI Governance Implementation milestones and coordinate related tasks
• Maintain the AI System register and support AI Risk Categorization (ARC) rollout
• Coordinate AI Governance Committee (AIGC) meetings and manage AI policy versions
• Facilitate internal communications on AI Compliance programs (SharePoint, newsletters, internal posts)
• Coordinate the annual policy review cycle, tracking assignments and deadlines across corporate policies
• Maintain policy management registers and support the full policy lifecycle including version control and documentation updates
• Own the compliance training content lifecycle from review through assignment, delivery, and completion tracking
• Maintain version control and review records for training modules, ensuring alignment with current policies and regulations
• Support execution of the Legal Department's AI roadmap and help pilot new AI tools and agents
• Maintain Legal Ops task trackers, project plans, and status reports
• Coordinate meetings and annual summits across multiple time zones
• Administer compliance-related knowledge bases (SharePoint and Aptean Assembly)
• Support incident management processes and vendor due diligence for Privacy and AI
• Support ad-hoc compliance data requests and regulatory monitoring processes

About you

You are a detail-oriented, organized professional with strong communication skills and the ability to manage multiple workstreams simultaneously in a fast-paced, global environment. You are a reliable executor who carries initiatives through from planning to completion, and you thrive when coordinating across time zones and cross-functional teams. You have a disciplined approach to record-keeping, tracking, and follow-through, and you are comfortable working with technology platforms while maintaining meticulous attention to accuracy.

You bring 1–3 years of experience in a compliance, legal operations, privacy, paralegal, or related operations/administrative role (internships or co-ops welcome). You hold a Bachelor's degree in Legal Studies, Information Systems, Business, Public Policy, Data Analytics, Sociology, Psychology, or a related field. You are proficient with Microsoft 365 (SharePoint, Excel, Teams, Outlook) and comfortable learning new AI platforms. You are adaptable, curious about technology, and ready to grow your expertise in enterprise compliance and AI governance as our programs scale.

To be ahead of the pack, you might have

• Exposure to legal operations, privacy, or a corporate legal environment
• Familiarity with GDPR, CCPA, or other data privacy frameworks, or with AI governance and EU AI Act concepts
• Hands-on experience with OneTrust or comparable privacy/compliance management platforms
• Experience administering a learning management system (LMS) or compliance training program
• Experience working with qualitative data or research
• Comfort with Power BI or data visualization tools
• Curiosity about legal technology and applied AI, and interest in operationalizing new AI tools

Preferred Skills

• Microsoft 365 proficiency (SharePoint, Excel, Teams, Outlook)
• Comfort with AI platforms and willingness to learn tools like AppCentral and Claude.ai
• OneTrust platform experience
• Learning Management System (LMS) administration
• Data visualization and analytics tools
• GDPR, CCPA, or AI governance frameworks knowledge
• Legal technology and AI implementation experience

What's in it for you?

Aptean offers competitive pay and robust benefit plans along with the opportunity to grow your career in a fast-paced, flexible and casual environment, an outstanding opportunity for career development and growth.

About Aptean

At Aptean, our mission is to solve tomorrow's unique challenges today with unrivaled, purpose-built software and superior customer experiences from people who care. Aptean is a global provider of mission-critical, industry-specific software solutions. Aptean's purpose-built ERP and supply chain management solutions help address the unique challenges facing process and discrete manufacturers, distributors, and other focused organizations. Aptean's compliance solutions are built for companies serving specific markets such as finance, healthcare, biotech, and pharmaceuticals. Over 10,000 highly specialized organizations in more than 20 industries and 80 countries rely on Aptean to streamline their everyday operations.

"At Aptean, our global and diverse employee base is our greatest asset. It is through embracing and understanding our differences that we are able to harness our individual power to maximize the success of our customers, our employees and our company." - TVN Reddy

Aptean pledges to promote a company culture where diversity, equity and inclusion are central. We are committed to applying this principle as we interact with our customers, build our teams, cultivate our leaders and shape a company in which any employee can succeed, regardless of race, color, sex, national origin, sexuality and gender identity, religion, disability, age, status as a protected veteran or any other group status protected by law. Celebrating our diverse experiences, opinions and beliefs allows us to embrace what makes us unique and to use this as an asset in bringing innovative solutions to our customer base.