Executive Legal Secretary - Regulatory - Cayman Islands

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 Senior Manager, 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

• Preparing specific documents for the Regulatory team such as CRS Policies and Procedures (and maintaining a spreadsheet reflecting all information), AML Policies and Procedures, AML Manual, specific Memorandum of Advice (ensuring correct template used and updating as and when necessary), liaising with WFL and WCL to obtain information to complete policies, updating of Regulatory templates, liaison with the Head of Department in regards to fee quotes and any changes (inclusive of any suggestions and ideas).
• Submitting applications on REEFS platform (Cayman Island Monetary Authority applications) and ensuring necessary steps are followed (requesting any fees from Accounts, emailing client to obtain any documentation regarding completion of application)
• Manages 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) company incorporations and formations using the firm's document automation platform Exari/Document Drafter; edit and amend documents including the preparation of "blacklined" documents and compiling signature packs
• Oversees document execution and notarization, ensuring accuracy, legal sufficiency and timely delivery
• Maintains accurate records including saving correspondence and documents in the appropriate electronic matter file
• Manages filings, fees, and deadlines with meticulous precision, ensuring timely, cost-effective and compliance driven execution of matter related obligations
• Executes comprehensive conflict sensitive matter related searches and reports including Court and CORIS searches with a keen eye for risk mitigation and procedural accuracy
• Maintains client confidentiality including restricting sensitive matters and maintaining insider lists
• Submitting e-Gazette notices
• 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
• Organising cheque requests and EFTs (Electronic Funds Transfer)
• Proactively maintains and updates details of client contacts within the Lawyer's personal contact database under InterAction
• Scanning receipts and submitting expense reports in line with business travel.
• 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

• 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

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.

Please note that Walkers will not accept any applications received from agencies at this time. Only candidates selected for interview will be contacted after the closing of the role.

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