Executive Legal Secretary

Overview of role

The Executive Legal Secretary will work as part of a high functioning team in delivering exceptional client service. The individual will provide high-level administrative support to senior attorneys and partners. This role requires exceptional organizational skills, discretion, and a deep understanding of legal procedures and documentation. The Executive Legal Secretary will report into the Head of Secretarial Services and act as a key liaison between clients, legal professionals, and internal departments, ensuring seamless communication and efficient workflow.

Duties, Responsibilities & Person Specification

To provide general secretarial support to the Lawyer including (without limitation):

• Assist in the preparation of standard and complex legal documents including Cayman Island company formations, initial and amended and restated memorandum and articles of association; board minutes; directors resolutions; shareholder resolutions; powers of attorney; structured finance transaction documentation (including declarations of trust and corporate services agreements); Mutual and Private Fund documentation; legal opinions; share certificates and entries for registers of mortgages and charges

• Manage filings with all internal and external bodies

• Organise documents for Private and Mutual Fund entities to be uploaded for registration through the Government Portal.

• Assist in the termination of funds to include the drafting of relevant documents, ensuring all fees paid , notices filed and published and liaising with Government bodies to complete termination.

• Liaise with the Registered Office in respect of Entity filings, dealing with service requests and ensuring relevant documents are sent for adding to the minute book

• Undertaking the apostilling and legalisation of corporate documents (without limitation) advising clients on the necessary steps and procedures, fee quotation, preparation of notary certificates and liaising with relevant government authorities to facilitate the legalisation process

• Billing support including drafting of billing narratives; assisting with collections, liaising with Clients and Accounts Department

• Responding to internal and external telephone and email enquiries, and ensuring timely responses in a professional and polite manner

• Photocopying and scanning of documents and correspondence

• Diary management including scheduling client meetings, preparing agendas and ensure logistics are handled smoothly

• Arranging the opening, closing and archiving of accounts and files using InTapp

• Supporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlines

• Providing cover for other secretaries within the team during times of absence, as required

• Maintain accurate records and correspondence files in relation to the Lawyer's client files

• To liaise with clients as appropriate and in accordance with Lawyer's instructions and firm policies

• To be familiar with, and comply with, Firm policies relevant to the purpose of the job

• Participate in special projects as and when required in relation to the Firm's and the Lawyer's practice areas

• Carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours

Education, Skills & Experience

• A recognised legal secretarial qualification from a recognised university or college

• A minimum of 5 years secretarial experience in a legal or professional services environment supporting senior professionals

• A strong understanding of legal terminology, procedures and documentation

• Experience with legal practice management and document management systems

• High level of proficiency in Microsoft Office applications

• Familiarity with billing software and CRM systems

• Exceptional organisational and time management skills

• High level of discretion and professionalism

• Excellent client service

• Strong written and verbal communication skills with the ability to relate to people at all levels

• Ability to work independently and collaboratively

• Calm under pressure, with a flexible and proactive mindset

• Excellent attention to detail

• Positive attitude with a practical, common-sense approach; resilient

• To work in a flexible manner and respond to changing circumstances and emergency situations

• Pro-active and flexible attitude for any ad-hoc tasks

• Willingness to broaden skills to meet evolving requirements

• Ability and willingness to occasionally work overtime when requested.

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