Contracts Manager

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XQ Institute is the nation's leading organization dedicated to rethinking the high school experience so that every student graduates ready to succeed in life. We work in communities nationwide, with individual schools and entire school systems, to help them dream big about what high school could be, turn their innovative ideas into action, and create more rigorous and equitable schools.

$/yr - $/yr

The Contracts Manager will report to the Legal Operations Director and will be responsible for managing the entire lifecycle of contracts. This includes reviewing and verifying contract requests, negotiating and drafting agreements, preparing executive summaries, managing legal records, and monitoring compliance. The role will also optimize and update documentation and training on the contract process at XQ, ensuring smooth and efficient contracting.

The position requires strong project‑management skills, process improvement expertise, technical legal platform aptitude, a detail‑oriented professional mindset, and experience supporting legal and/or non‑profit organizations.

• Oversee end‑to‑end contract administration: ensuring matters are entered accurately into Ironclad, shepherding new contract requests and renewals, verifying contract inputs, compiling relevant exhibits, working closely with vendors to verify accuracy of contract documents, and processing signature collection.
• Review, redline, and draft various third‑party commercial agreements (e.g., consulting agreements, SOWs, venue/hotel, event, SaaS, NDAs).
• Monitor, review, and proactively support XQ team members with upcoming contract renewals and terminations.
• Manage contract archival and executed document storage, ensuring quick retrieval of documents for XQ Legal and Finance teams and other XQ team members.
• Serve as the primary point of contact for questions related to contract process status and Ironclad.
• Identify, recommend, and implement improvements to contract processes and legal system workflows in partnership with the Legal Operations Director.

• Prepare weekly contract packets for signing moments, coordinate meetings, and track tasks to ensure completion.
• Support the Legal Operations Director with managing the organization's Salesforce grants‑management database and updating Google Drive grant records.
• Assist the CLO and LOD with special projects as needed.
• Co‑drive legal training initiatives, including leading training sessions on updated contracting processes. Provide individual trainings on key contracting tracking tools and support the LOD in optimizing Ironclad for easier end‑user navigation.

• Oversee the organization and maintenance of all contracts and contract correspondences; standardize naming conventions, maintain consistent folder filing systems, and tag all related contract records.
• Ensure contract records are populated with all necessary metadata before archiving and update metadata as agreements are extended or amended.
• Optimize Ironclad and BOX as systems of record for maximum efficiency for internal end users.
• Respond promptly to all requests for contract records from internal and external stakeholders.
• Support XQ Finance with W‑9 collection and vendor verifications in contract flow.

• Make continual updates to Ironclad workflows with an eye toward efficiency.
• Support the LOD in updating workflow processes in key departmental software systems including Docu Sign, Google Drive, and Salesforce.

• 4+ years of experience with legal contracts management, legal operations, or legal project/case management.
• Prior experience with Ironclad, Docu Sign, Salesforce, Microsoft Office, and Google Suite highly desired.
• Agile, accurate, resourceful, and responsive.
• Excellent project‑management skills.
• Detail‑oriented, curious, and analytical thinker.
• Strong administrative organization skills.
• Familiarity with legal agreements, commercial vendor contracts, and/or grant agreements.
• Clear, concise communication, presentation, and collaboration skills.
• Self‑motivated with the ability to set long‑term and day‑to‑day priorities and manage multiple competing tasks efficiently.
• Comfortable working with flexibility in an agile customer‑service‑oriented environment.
• Discreet and familiar with navigating legally sensitive or confidential matters.
• Paralegal experience is a plus.

This is a full‑time, exempt role with a competitive salary, commensurate with experience. XQ Institute offers a generous benefits package, including health coverage, retirement plans, and paid time off.

Compensation range: $140,000 - $155,000

XQ is based in Oakland, CA with offices in Washington DC, LA, and New York. This role will be based in Oakland, CA onsite 5 days per week.

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