Executive Legal Secretary - Private Capital & Trust - Cayman Islands

Overview of role

Walkers invites applications from suitably qualified Caymanians or Residency with Employment Rights Certificate holders for the position of Executive Legal Secretary.

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.

Our Executive Legal Secretaries support a range of practice groups, each of which commands distinct skills and experience. Our current vacancies are listed below.

• Investment Funds – No current vacancies
• Regulatory – No current vacancies
• Finance & Corporate – No current vacancies
• Private Trust and Capital – Currently recruiting
•  Insolvency and Dispute Resolutions –No current vacancies

Duties, Responsibilities & Person Specification

• Effective management of confidential client onboarding processes including conflict checks with a high degree of discretion and regulatory awareness
• Preparation of high quality first drafts of documents including (without limitation) memorandum and articles of association; board minutes and directors' resolutions shareholder resolutions; power of attorney; structured finance transaction documentation (including declarations of trust and corporate services agreements); legal opinions; share certificates; entries for registers of mortgages and charges
• Overseeing document execution and notarization, ensuring accuracy, legal sufficiency and timely delivery
• Maintaining accurate records including saving correspondence and documents in the appropriate electronic matter file
• Executing comprehensive conflict sensitive matter related searches and reports with a keen eye for risk mitigation and procedural accuracy
• Maintaining client confidentiality including restricting sensitive matters and maintaining insider lists
• Provides strategic billing support, including the drafting of billing narratives, assisting with collections and a collaborative liaison with both clients and the Accounts Department
• Diary management including scheduling client meetings, preparing agendas and ensuring logistics are handled smoothly
• Overseeing the booking of travel arrangements including reconciliation of expense claims
• Organising cheque requests and EFTs (Electronic Funds Transfer)
• Proactively maintaining and updating details of client contacts and addresses both within the Lawyer's personal contact database and the Firm's 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

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Education, Skills & Experience

• Extensive experience spanning a minimum of 5 years’ secretarial experience in a legal services environment supporting senior professionals
• Holds a distinguished legal secretarial qualification from a recognised university or college
• Demonstrates a comprehensive, nuanced understanding of legal terminology, procedures and documentation
• Highly adept in adept in using in using billing software, legal practice management and document management systems
• Exhibits advanced expert level proficiency in Microsoft Office applications
• Possesses exceptional organisational and time management skills with a proven ability to manage competing priorities
• Maintains impeccable, meticulous attention to detail in all aspects of work
• Demonstrates rapid, precision-based typing at 70 wpm with an accuracy of 98%
• Upholds the highest standards of discretion and professionalism, with a trusted confidential approach to sensitive matters
• Delivers articulate, persuasive written and verbal communication, with the ability to engage effectively across all levels of seniority
• Operates with a self-directed, solution-oriented mindset while thriving in collaborative, cross functional environments
• Brings a resilient, optimistic attituded paired with a pragmatic, results driven approach
• Demonstrates a responsive, flexible working style, capable of adapting to dynamic circumstances and urgent situations
• Has a forward thinking, growth-oriented willingness to expand skillsets in alignment with organisational needs
• Actively contributes to transformational service improvements by critically evaluating workflows, championing innovation and driving continuous enhancement initiatives

Compensation Data

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.

Only candidates selected for interview will be contacted after the deadline.