Executive Legal Secretary - Regulatory - Cayman Islands

Overview of role

Our Executive Legal Secretaries work as part of a high performing administrative team. They provide support to our lawyers in the delivery of exceptional client service across a range of practice groups, each of which commands distinct skills and experience. Providing strategic billing support and collections management, assisting with database management, matter management, and client service management.

Executive Legal Secretary

Regulatory 

Salary Band US$80,000 –  US$115,000

• 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 & regulatory awareness
• Preparation of high quality first drafts of documents including (without limitation) company incorporations & formations using the firm's document automation platform Exari/Document Drafter; edit & amend documents including the preparation of "blacklined" documents & compiling signature packs
• Oversees document execution & notarization, ensuring accuracy, legal sufficiency & timely delivery
• Maintains accurate records including saving correspondence & documents in the appropriate electronic matter file
• Manages filings, fees, & deadlines with meticulous precision, ensuring timely, cost-effective & compliance driven execution of matter related obligations
• Executes comprehensive conflict sensitive matter related searches & reports including Court & CORIS searches with a keen eye for risk mitigation & procedural accuracy
• Maintains client confidentiality including restricting sensitive matters & 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 & the Accounts Department
• Responding to internal & external telephone enquiries, & ensuring that every call is attended to in a professional & polite manner
• Diary management including scheduling client meetings, preparing agendas & ensuring logistics & handled smoothly
• Booking travel arrangements & reconciling expense claims
• Organising cheque requests & EFTs (Electronic Funds Transfer)
• Proactively maintains & update 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 & in accordance with Lawyer's instructions & firm policies
• Photocopying, scanning & couriering of documents and correspondence
• Supporting & working in collaboration with members of the secretarial team & 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 & established workflows while promoting best practices across all operations
• Mentor junior legal support staff providing training, guidance and performance feedback to foster professional growth & maintain service excellence
• Familiarisation & compliance with the Firm's house style

Education, Skills & Experience

• Minimum of 5 years’ secretarial experience in a large-scale legal services environment supporting senior legal professionals in a fast-paced environment.
• Holds a distinguished legal secretarial qualification from a recognised university or college.
• Exhibits advanced expert level proficiency in Microsoft Office applications.
• Demonstrates a comprehensive, nuanced understanding of legal terminology, procedures and documentation.
• Highly adept in using billing software, legal practice management and document management systems.
• Experienced in the preparation of documents including CRS Policies and Procedures, AML Policies and Procedures, and Memoranda of Advice.
• Effective diary management, including scheduling client meetings, preparing agendas and ensuring all meeting logistics run smoothly.
• Experience coordinating travel arrangements and accurately reconciling expense claims.
• Exceptional organisational skills, attention to detail, and the ability to manage multiple priorities efficiently.

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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