Legal Operations Manager Full Time NEW

Calafia Group is hiring a Legal Operations Manager to own the cross-cutting legal administration layer that keeps a multi-entity family office platform running. Calafia Group is a second-generation family office platform operating across interlocking, complementary verticals at a scale most family offices don’t attempt. Remote-first, async, results-based. Dallas HQ.

This seat owns the operational legal and governance backbone of the platform: multi-firm outside counsel coordination, entity maintenance and compliance calendars across the family enterprise structure, document management discipline, active dispute administration, fund formation paperwork support during an active investment adviser transition, and trust administration coordination.

What you’ll own

• Outside counsel relationships across multiple firms running in parallel: tax, trust, dispute, real estate, and IA specialty. Triage, prioritization, response coordination, deliverable tracking, invoice oversight.
• Entity maintenance and compliance calendar across all family enterprise entities: governance filings, annual maintenance, registered agent coordination, board and member resolutions, written consents.
• Document management overhaul. The current filing system across multiple entities needs to be rebuilt, not maintained. You own that project end to end.
• Active dispute administration coordination across multiple parallel matters. Document production support, deadline tracking, outside counsel communication, status reporting to the principal.
• Fund formation paperwork support during an active investment adviser transition. PPM coordination, subscription document preparation, side letter tracking.
• Trust administration coordination across domestic and offshore trustee relationships.
• Operational and compliance documentation. The platform generates a steady stream of written records that need to exist and be retrievable: compliance filings, regulatory documentation, audit-ready records across entities, written records of material decisions, and drafting coordination with outside counsel on substantive matters. This is most of the daily documentation work.
• Contracts intake, redlining, vendor agreements, NDAs, employment documents.

Who we’re looking for

Must-haves:

• Senior paralegal experience at a fund, family office, RIA, or financial services firm; OR a JD-trained generalist who has moved into operational legal work. JD is not required for this role.
• Multi-firm outside counsel coordination experience. You’ve managed parallel matters across more than one firm at the same time, with deadline accountability across all of them.
• Document management discipline. You’ve actually built or rebuilt a working DMS, not just maintained one inherited from a predecessor.
• Strong reading comprehension on complex contracts, escrow documents, and governance instruments. You serve as a credible second set of eyes above what AI alone can verify.
• Comfortable using AI in your workflow. You don’t need to ship code, but AI absence is a flag. The load-bearing screen is domain depth.
• Async, results-based, time zone agnostic operating fluency. You manage your own time, surface blockers proactively, and don’t need synchronous supervision.
• Long-haul orientation. The seat is multi-year, not a 12 to 18 month resume bullet.

Nice-to-haves:

• Direct family office, fund, or alt investment platform experience.
• Trust administration experience including offshore trustee coordination.
• Fund formation paperwork from a prior IA stand-up or private fund launch.
• Compliance calendar work across multi-entity portfolios with governance filings, annual maintenance, and registered agent coordination at scale.

Structure

60 to 90 day paid 1099 trial at an hourly rate equivalent to the target annual salary. Conversion to W-2 is the default outcome, evaluated against written conversion criteria reviewed at days 60 and 90.

How to apply

Send your resume and a cover letter to hiring@calafiagroup.com. The cover letter should include a short account (one paragraph is fine) of the most complex multi-firm or multi-jurisdiction matter you’ve coordinated, and tell us why this seat fits what you’re looking for. Applications without a cover letter will not be considered. We work in a small team where following instructions and self-awareness matter more than a polished resume.