Executive Legal Secretary - Cayman Islands

Overview of role

The Executive Legal Secretary will work as part of a high functioning team in delivering exceptional client service. Theindividual will provide high-level administrative support to senior attorneys and partners. This role requires exceptionalorganizational skills, discretion, and a deep understanding of legal procedures and documentation. The Executive LegalSecretary 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 work as part of a team delivering legal secretarial services to a high standard and often under pressure.

To provide high level support to Lawyers including (without limitation):

• Manages confidential client onboarding processes including conflict checks with a high degree of discretion and awareness
• Creates and types up Court Pleadings
• Preparation of documents i.e. Court Pleadings and general correspondence. Edit and amend documents including the preparation of "blacklined" documents and compiling signature packs
• Manages the timely filing of Court pleadings with the Grand Court, various winding up or restoration documents with Grand Cayman's Registrar of Companies. Requests certificates and information regarding Cayman-registered companies from the Registrar of Companies
• Carrying out Court, Registry General and Registrar of Companies searches
• Manages the process for documents to be apostilled/legalised
• Oversees document execution and notarization, ensuring accuracy, legal sufficiency and timely delivery
• Responsible for locating relevant legislation and precedent cases, including preparing authorities bundles for Court
• Maintains accurate records including saving correspondence and documents in the appropriate electronic matter file
• Manages the compilation of Court bundles including indexing, in preparation for hearings
• Provides strategic billing support, including the drafting of billing narratives, assisting with collections and a collaborative liaison with both clients and the Accounts Department
• Responding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite manner
• Diary management including scheduling client meetings, preparing agendas and ensuring logistics are handled smoothly
• Booking travel arrangements and reconciling expense claims
• Proactively maintains and updates details of client contacts within the Lawyer's personal contact database under InterAction
• Liaising with clients as appropriate and in accordance with Lawyer's instructions and firm policies
• Photocopying, scanning and couriering of documents and correspondence
• Supporting and working in collaboration with members of the secretarial team and other business services teams to meet required deadlines
• Providing cover for other secretaries within the team during times of absence, as required
• Responsible for managing risk by ensuring compliance with the firm's policies, regulatory requirements and established workflows while promoting best practices across all operations
• Mentor junior legal support staff providing training, guidance and performance feedback to foster professional growth and maintain service excellence
• Familiarisation and compliance with the Firm's house style
• Participating in special projects as and when required in relation to the Firm's and the Lawyers' practice areas
• Carrying 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 the legal field supporting senior professionals
• A strong understanding of legal terminology, procedures and documentation
• Experience with legal practice management and document management systems

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
• 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
• 70 wpm typing skill with an accuracy of 98%
• 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

Walkers offers a dynamic working environment with opportunities for career progression and an excellent remuneration package, including a discretionary performance-based bonus, pension and fully covered health insurance for employees and 5 weeks' vacation. Remuneration will commensurate with qualifications and experience.

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