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 roleTo provide general secretarial support to the Lawyer including (without limitation):Assist in incorporationsProactively manage the incorporation processPrepare first drafts of resolutions and constitutional documentsPrepare statutory filings and declarationsLiaise 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 receivedAssist responsible lawyers in general corporate workDraft corporate documents, including application for shares, share transfer form, consent to act and resignation letterConduct company and court searchesPrepare first draft of director and shareholder resolutionsArrange certification, notarisation and legalisation of documents and fee quotesLiaise with RO Provider to ensure that the relevant register has been accurately updatedAssist responsible lawyers in investment funds workPrepare first drafts of offering documentsAssist in fund registrations/de-registrationsPrepare first draft of the launch resolutions and constitutional documentsAttend to required filingsPrepare fee estimates for legalisationsAlert the lawyer to any pertinent issues arisingDuties, Responsibilities & Person SpecificationCreating, editing, amending and storing of correspondence and documents in the appropriate electronic matter file, including the preparation of "blacklined" documentsResponding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite mannerPhotocopying and scanning of documents and correspondenceBooking meetings and diary managementArranging opening, closing and archiving of accounts and files using InTappOrganising cheque requests and collectionMaintaining and updating details of client contacts and addresses within the Firm's database, Aderant ExpertFamiliarisation and compliance with the Firm's housestyleSupporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlinesProviding cover for other secretaries within the team during times of absence, as requiredTo 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.To implement and maintain the Lawyer's billing and collections system, including drafting invoice narrativesTo maintain accurate records and correspondence files in relation to the Lawyer's client filesTo liaise with clients as appropriate and in accordance with Lawyer's instructions and firm policiesTo be familiar with, and comply with, Firm policies relevant to the purpose of the jobTo participate in special projects as and when required in relation to the Firm's and the Lawyer's practice areasTo carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hoursEducation, Skills & ExperienceHigh level of proficiency in Microsoft Office applications.Ability to use legal precedents and billing systemsA 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.Strong analytical skillsAbility to work independently and as a team memberTact and diplomacy to deal with confidential mattersManage a complex and demanding workload with tight deadlines and prioritise tasks and projects to meet work standards and personal performance targetsCommunicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high quality correspondenceParticipate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvementsWork in a flexible manner and respond to changing circumstances and emergency situationsAbility and willingness to occasionally workSalary: AED 22,000 - 26,000

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