Legal Secretary

Overview of role

The 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 Legal Secretary will report into the Office Manager and act as a key liaison between clients, legal professionals, and internal departments, ensuring seamless communication and efficient workflow.

Duties, Responsibilities & Person Specification

KEY RESPONSIBILITIES

• Prepare and assist with drafting standard and complex legal documents, including Cayman Islands company formation documentation.
• Prepare and submit required documentation for Private and Mutual Fund registrations through the Government Portal.
• Support fund terminations by preparing relevant documents, verifying fee settlement, filing and publishing notices, and liaising with Government authorities to complete the termination process.
• Assist with Cayman Islands, ADGM, DIFC, and BVI voluntary liquidations, including preparing initial drafts and coordinating all required filings.
• Liaise with Registered Office providers regarding entity filings and service requests, ensuring documentation is maintained and properly added to entity minute books.
• Manage filings and submissions with internal departments and external regulatory bodies.
• Assist with the KYC process for new and existing clients, ensuring documentation is complete and compliant.
• Liaise with the internal Compliance Department and clients to request documents, resolve queries, and support ongoing KYC requirements.
• Manage the apostille and legalisation process for corporate documents.
• Provide guidance to clients on necessary steps and procedures.
• Prepare fee quotations, draft notary certificates, and liaise with local authorities and government offices to facilitate the legalisation process.
• Manage the opening, closing, and archiving of accounts and files using InTapp.
• Provide billing support by preparing billing narratives, assisting with collections, and coordinating with clients and the Accounts Department.
• Respond professionally and promptly to internal and external telephone and email inquiries.
• Handle photocopying, scanning, and general document production tasks.
• Maintain calendars, arrange client meetings, prepare agendas, and manage meeting logistics.
• Maintain comprehensive, accurate records and correspondence relating to lawyers’ client files.
• Liaise with clients in accordance with lawyers’ instructions and firm policies.
• Collaborate with the broader secretarial team to deliver high‑quality work and meet deadlines.
• Provide holiday and absence cover for other secretaries as required.
• Assist with special projects relevant to the Firm’s or lawyers’ practice areas.
• Comply with all Firm policies and procedures relevant to the role.
• Perform duties outside of normal working hours when business needs require.

Undertake any additional tasks consistent with the purpose and scope of the position.

Education, Skills & Experience

QUALIFICATIONS AND EXPERIENCE

• A recognised legal secretarial qualification from a recognised university or college
• A minimum of 3 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

SKILLS AND ABILITIES

Candidates will need to demonstrate a high level of effectiveness in each of the following skills and abilities:

• 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 and 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