Legal Secretary

Our client, a leading international law firm, wishes to recruit an experienced Legal Secretary to work with three senior associates. The firm treats everyone as the intelligent grown-ups they are. They take a grown-up approach to getting the job done – trusting and empowering their people to deliver consistently and enabling them to succeed. Diversity is their secret weapon – it’s the sheer breadth of the firm's people that makes them who they are – gathered from across the globe and fluent in languages, jurisdictions and cultures that help them to mirror their clients and keep their own thinking in tune with the world they operate in.

Overview of role

1. Assist in incorporations
2. Proactively manage the incorporation process
3. Prepare first drafts of resolutions and constitutional documents
4. Prepare statutory filings and declarations
5. Liaise with foreign office secretaries (Cayman office) to arrange filings, and liaising with registered office services providers ("RO Provider") and the compliance team from time to time to ensure client due diligence have been received
6. Assist responsible lawyers in general corporate work
7. Draft corporate documents, including application for shares, share transfer form, consent to act and resignation letter
8. Conduct company and court searches
9. Prepare first draft of director and shareholder resolutions
10. Arrange certification, notarisation and legalisation of documents and fee quotes
11. Liaise with RO Provider to ensure that the relevant register has been accurately updated
12. Assist responsible lawyers in investment funds work
13. Prepare first drafts of offering documents
14. Assist in fund registrations/de-registrations
15. Prepare first draft of the launch resolutions and constitutional documents
16. Attend to required filings
17. Prepare fee estimates for legalisations
18. Alert the lawyer to any pertinent issues arising

Duties, Responsibilities & Person Specification

1. Creating, editing, amending and storing of correspondence and documents in the appropriate electronic matter file, including the preparation of "blacklined" documents
2. Responding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite manner
3. Photocopying and scanning of documents and correspondence
4. Booking meetings and diary management
5. Arranging opening, closing and archiving of accounts and files using InTapp
6. Organising cheque requests and collection
7. Maintaining and updating details of client contacts and addresses within the Firm's database, Aderant Expert
8. Familiarisation and compliance with the Firm's housestyle
9. Supporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlines
10. Providing cover for other secretaries within the team during times of absence, as required
11. To make all necessary filings with all internal and external bodies in relation to registered office providers to arrange filings and obtain updated registers, certificates of good standing, certificate of incumbency etc.
12. To implement and maintain the Lawyer's billing and collections system, including drafting invoice narratives
13. To maintain accurate records and correspondence files in relation to the Lawyer's client files
14. To liaise with clients as appropriate and in accordance with Lawyer's instructions and firm policies
15. To be familiar with, and comply with, Firm policies relevant to the purpose of the job
16. To participate in special projects as and when required in relation to the Firm's and the Lawyer's practice areas
17. To carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours

Education, Skills & Experience

1. High level of proficiency in Microsoft Office applications.
2. Ability to use legal precedents and billing systems
3. A preference will be given to those candidates holding a recognised legal secretarial qualification from a recognised university or college and/or minimum of 3 - 5 years’ legal experience or an equivalent combination of education and relevant experience.
4. Strong analytical skills
5. Ability to work independently and as a team member
6. Tact and diplomacy to deal with confidential matters
7. Manage a complex and demanding workload with tight deadlines and prioritise tasks and projects to meet work standards and personal performance targets
8. Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high quality correspondence
9. Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements
10. Work in a flexible manner and respond to changing circumstances and emergency situations
11. Ability and willingness to occasionally work

Salary: AED 22,000 - 26,000