Legal Secretary

Overview of role

The Legal Secretary will work as part of a highly functioning team in delivering exceptional client service. The individual will provide high-level administrative support to senior attorneys and partners. This role requires exceptional organisational skills, discretion, and a deep understanding of legal procedures and documentation. The Legal Secretary will report to 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

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

• Assist with the preparation of legal documents in various jurisdictions including Cayman Islands, British Virgin Islands, ADGM and DIFC.
• Assist with Cayman Islands, ADGM, DIFC, and BVI voluntary liquidations.
• 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 in Cayman Islands, British Virgin Islands, ADGM and DIFC.
• Creating, editing, amending and storing correspondence and documents in the appropriate electronic matter file, including the preparation of compared documents.
• Provide billing support by preparing billing narratives, assisting with collections, and coordinating with clients and the Accounts Department.
• Manage the opening, closing, and archiving of accounts and files using InTapp.
• Assist with the KYC process for new and existing clients including ensuring documentation is complete and compliant, liaise with the internal Compliance Department and clients requesting documents, and resolve queries and support ongoing KYC requirements.
• Responding to internal and external email enquiries.
• Responding to internal and external telephone enquiries and ensuring that every call is attended to in a professional and polite manner.
• Photocopying, faxing and scanning of documents and correspondence.
• Booking meetings and diary management.
• Familiarisation and compliance with the Firm's house style.
• Supporting other members of the secretarial team and working collaboratively with them to complete work to a high standard and meet required deadlines.
• To implement and maintain the Lawyer's billing and collections system, including drafting invoice narratives.
• To assist with necessary business development tasks as and when required to support the Marketing Team.
• To 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.
• Collaborate with the broader secretarial team to deliver high-quality work and meet deadlines.
• Provide holiday and absence cover for other secretaries as required.
• To participate in special projects as and when required in relation to the Firm's and the Lawyer's practice areas.
• To carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours when required.

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