Legal Administrator (Legal Operations & Corporate Administration)

About the Position

Legal Administrator (Legal Operations & Corporate Administration)

Madrid, Spain

Staff – Legal

Full time

Hybrid

Are you ready to join our digital revolution journey?

At Aleph, we’re not just part of the digital advertising landscape-we’re shaping its future. Representing the world’s leading platforms, including TikTok, Amazon, Google, and nearly 55 others, we operate in 130+ markets across new and existing geographies.

Our mission is to empower advertisers and brands to unlock the full potential of these platforms' advertising capabilities. By fostering long-lasting partnerships, we create limitless opportunities for people and businesses to advertise effectively at both local and global levels.

With a presence spanning continents, Aleph offers you the chance to be part of a fast-growing, innovative team where your work makes a direct impact. If you’re ambitious, forward-thinking, and eager to thrive in a dynamic, global environment, Aleph is the perfect place to build your career.

As Legal Administrator, you will keep our regional legal operations running smoothly: managing contracts and signatures, corporate entity records, KYC/KYB requests, external counsel coordination and legal document logistics across multiple jurisdictions. You will work with global and regional legal leads, internal stakeholders and external partners across entities and time zones.

The role suits experienced paralegals, legal assistants (asistentes jurídicos), corporate secretarial and legal operations professionals, and executive or administrative assistants with legal exposure.

Responsibilities

Documentation & Data Hygiene

• Template and Contract Management: Maintain, update and organize standard regional legal templates and demand letters in designated folders and within the agreement management system.
• Signature Lifecycle Management: Oversee the end-to-end execution of legal documents, including active tracking, obtaining signatures and rigorous follow-ups with internal and external signatories.
• Information Management: Manage digital filing systems and shared directories, performing periodic audits to ensure strict data hygiene and consistent naming conventions.
• Entity Data Maintenance: Keep a master record of corporate entities (jurisdictions, directors, registered addresses, filing deadlines) up to date.

KYC, Finance, Billing & Vendor Support

• Bank and Regulatory KYC/KYB Support: Support the KYC/KYB processes required by banks and regulatory authorities for the group's own companies, including gathering and submitting corporate documentation (certificates of incorporation, UBO information, director details, proof of address, etc.) and coordinating with internal stakeholders to respond to bank and regulator requests.
• PO and Invoice Management: Handle the end-to-end Purchase Order (PO) process within internal ERP systems, validating invoices against engagement letters and following up on outstanding payments or billing discrepancies.
• External Counsel Liaison: Act as the primary operational point of contact for external law firms on invoicing, billing updates, conflict checks and routine document follow-ups.
• Certificate Requests: Handle routine requests from clients and vendors for certificates of good standing, insurance certificates and similar documents.

Operations, Logistics & Governance

• Legalization and Logistics: Coordinate specialized legal document processes, including public notarization, apostille certifications and secure regional courier logistics.
• Regulatory Status Tracking: Liaise with local and regional corporate registries and regulatory authorities to monitor application statuses, filing updates and compliance requirements.
• Contract Repository Reporting: Produce periodic reports on contract status, KYC completion rates and outstanding signatures for global leads, and obtain those outstanding signatures directly.

Requirements

• A degree in Law, Business Administration or a related field.
• Minimum 3–5 years of relevant work experience; experience in a law firm, in-house legal or corporate administration, or in an executive or administrative support role is a plus.
• A highly organized, detail-oriented approach, with the ability to manage high volumes of documentation across multiple jurisdictions without anything slipping through the cracks.
• Proficient English, both written and verbal (essential); additional languages relevant to the regions covered are a plus.
• Experience working in a global or regional setting, managing competing priorities across multiple entities, time zones and stakeholders.
• A proactive, self-starting mindset: you chase outstanding items and flag issues before they become problems, without needing to be prompted.
• A genuine interest in administrative, operational and process-oriented legal work, with a clear wish to build and grow in this type of role over the long term.

We Offer

• Real impact: You become the operational backbone of the legal function, keeping contracts, signatures, entity records and bank KYC/KYB requests moving across multiple entities and jurisdictions.
• Room to grow: This is a long-term path into legal operations, a discipline that is growing quickly in Spain, with direct exposure to global legal leads, ERP processes and external law firms.
• A collaborative team: You will work with colleagues and stakeholders across regions and time zones, in a role that rewards ownership, initiative and clear communication.

In line with the EU Pay Transparency Directive, we are committed to fair and open compensation practices. For this role, the minimum gross annual base salary is EUR 33,000. In addition to base salary, this role includes a variable component, paid annually. The final offer will reflect your experience, skills, and the scope of the role.

About the Company

Aleph is a place of many cultures, perspectives, and talents. We support each other, creating an environment of giving and receiving. We value partnership and communication because we believe it takes a group of people to achieve great things. We are energized by our ever-changing industry, our curiosity keeps us learning and seeking out new opportunities.

We stay flexible and adaptable, and believe in moving with the speed of change. We encourage everyone to strive for more, providing our internal talent with growth opportunities and the ability to learn together.

We use Lever, our recruitment management platform, which includes AI-powered features that may assist our hiring team in reviewing applications, analyzing CVs, and identifying relevant qualifications. These tools support - but do not replace - human judgement. All hiring decisions are made by people. For more information about how your personal data is processed, including your rights in relation to AI-assisted processing, please see our Candidate Privacy Policy or contact us at [email protected].