Paralegal

Mission – Why we exist, what we do, and why we need you

SpotMe is a leading B2B event platform that helps enterprises increase the impact of their events by delivering CRM-connected, high-quality experiences across in-person, virtual, hybrid events, and webinars. With a strong focus on life sciences, SpotMe powers Onomi: an HCP engagement product that enables medical and commercial teams to run impactful congresses, symposia, advisory boards, and webinars. Together, SpotMe and Onomi turn events into a company’s most effective engagement channel

The Legal and Procurement team is on a mission to help our sales team close deals faster and easier, bring order to our contracts and save money on our vendors. We are building on the grounds of an already-established function, with the main goals of scalability, efficiency, and business-friendliness. As our first Legal Assistant/Paralegal, you will be at the heart of this transformation, providing the essential support needed to make those goals a reality.

You will be the organizational backbone of the legal and procurement function. Owning the day-to-day execution of our contract and vendor management processes. Your attention to detail and proactive approach will ensure that our legal operations run smoothly, our data is accurate, and our internal teams get the timely support they need.

Your motto will be: "Get it right, get it done, and keep us organized."

Your Core Activities Will Include:

• [60%] Contract Management:

• Daily management of our Vendor Contract Management System (VCMS) as the single source of truth for all vendor agreements.

• Manage the e-signature process for all contracts and ancillary documents (sending, tracking reminders, and filing executed copies).

• Prepare first drafts of standard commercial and non-commercial agreements (MSAs, SOWs, NDAs, Contractor Agreements) using established templates.

• Triage incoming legal requests, escalating complex or non-standard issues to the Manager.

• [20%] Procurement & Vendor Support:

• Support the vendor evaluation process by gathering information and scheduling reviews.

• Serve as the first point of contact for internal teams on procurement process questions.

• [20%] Legal Operations & Administration:

• Maintain organized and up-to-date digital legal files.

• Assist in developing and documenting legal and procurement workflows and policies.

• Provide general administrative support to the Legal & Procurement Manager as needed.

Objectives – The problems you will solve

In your first month, you will:

• Assist in the comprehensive audit of all existing vendor and commercial contracts by locating, scanning, and organizing documents.
• Take ownership of populating our master contract database (SF), ensuring all key data points (renewal dates, notice periods) are accurately captured.
• Shadow the Legal & Procurement Manager to learn our key contract templates (MSAs, Stand-Alones, SOWs, NDAs) and the standard deal desk workflow.

After 3 months, you will:

• Independently process 90% of all standard, non-negotiated agreements (like NDAs) within the same business day, freeing up legal counsel for more complex work.
• Become a power user and daily manager of our Vendor Contract Management System (VCMS), responsible for data integrity.
• Fully support your manager throughout the full lifecycle of standard agreements, such as NDAs and Client Agreements, from initial request to final e-signature and filing.
• Administer the new vendor intake process, ensuring all requests are logged, tracked, and moved through the evaluation workflow efficiently.

After 12 months, you will:

• Proactively manage our contract renewals calendar, providing the Legal & Procurement Manager with a 90-day advance notice on all expiring agreements.
• Support the DealDesk team in generating standard commercial agreements from approved templates, directly contributing to our goal of faster deal cycles.

What You Need to Be Great At

We're looking for a highly capable and motivated individual to build this role with us. While your resumé is important, we're most interested in what you can do and how you do it. This is what your success looks like:

• Mastering the Details. You believe that if something is worth doing, it's worth doing right. You find deep satisfaction in creating order out of chaos, ensuring every contract is filed correctly, every date is tracked, and every detail is accurate. In a world of legal documents, your precision is what protects the company and builds trust across all departments.
• Driving Things Forward. You don't wait to be asked. You have a natural sense of ownership and are always looking one step ahead - anticipating an upcoming contract renewal, following up on a pending signature, or spotting a small way to improve a process. You view your peers in other departments as your customers and are dedicated to providing them with fast, reliable support.
• Embracing Technology. You see technology as an ally to work smarter, not harder. Whether it's mastering a new Contract Management System to become the team's power user or leveraging e-signature tools to speed up a closing, you are curious, adaptable, and eager to use modern tools to get the job done efficiently.
• Communicating with Clarity. You can take a request, understand its importance, and communicate the status clearly and concisely. You are comfortable interacting with various teams and can write professional, straightforward emails that get the point across without confusion. You will be a central point of contact, and your reliability will make you a trusted partner.

Your Experience: You likely have a couple of years of experience in a role like this (as a paralegal, contract administrator, or legal assistant), which has given you a solid foundation. While formal legal training or a paralegal certificate is a great asset, your proven track record of being exceptionally organized, proactive, and tech-savvy in a professional environment is what will make you truly successful here.

What we are most curious about

We believe a good interview is a two-way conversation. To help us understand your experience and approach to work, we'll likely touch on the following topics during our conversations. We're less interested in "right" answers and more interested in how you think.

• On Organization: Tell us about a system or method you've used to manage multiple important documents and deadlines, like contract renewals. How did you ensure nothing fell through the cracks?
• On Taking Initiative: Can you share an example of a time you improved a routine process or took initiative on a task without being specifically asked?
• On Technology: This role will become a power user of our Vendor Contract Management System. Could you describe a time you had to quickly learn a new filing and repository system to be effective in your job?
• On Collaboration: A key part of our mission is helping other teams, like Sales, move faster. What does being a great business partner to other departments mean to you?

SpotMe recruits, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, parental status, or veteran status.