Legal Secretary

Overview

A Dubai-based proprietary quantitative and algorithmic trading firm operating across multiple jurisdictions including UAE, UK, Malta, India, and Hong Kong is seeking a Legal Secretary. The legal function plays a central role in advising on regulatory compliance, supporting commercial expansion, and partnering with business leaders to ensure smooth execution.

Responsibilities

• Produce, format, and proofread legal documents such as agreements, letters, memos, board resolutions, powers of attorney, and corporate consents to the standards required by the Head of Legal.
• Apply and maintain standard document templates across all document types; update templates as instructed by legal counsel.
• Format complex multi-schedule agreements, annexures, and exhibits in compliance with the firm’s house style.
• Prepare and manage standard form documents including Embassy & Consular Letters, No Objection Letters (NOC), Salary/Employment Certificates, Experience & Reference Letters, Board Resolutions, Powers of Attorney, and Regulatory Filing Cover Letters.
• Handle administrative functions such as arranging translations, notarizations, legalizations, and purchase order requests.
• Maintain and update the legal function's document management system, ensuring all executed agreements, corporate documents, regulatory filings, and correspondence are correctly filed.
• Conduct quarterly database audits to identify and remediate gaps or expired entries and report findings to the Head of Legal.

Requirements

• Minimum three years of experience as a legal secretary, legal PA, or legal administrator in a law firm, in-house legal department, or professional services environment.
• Experience in an international firm or financial services environment is advantageous.
• Secondary or post-secondary qualification in legal studies, business administration, or a related field; legal secretary or paralegal certification (e.g., CILEX Foundation, ILSPA) is a plus but not required.
• Proven experience preparing embassy letters, NOCs, employment certificates, and similar standard-form correspondence independently.
• Experience managing a contracts register or legal document database.
• Familiarity with DocuSign or equivalent electronic signature platforms.
• Advanced proficiency with Google Workspace and Microsoft Office suite.
• Exceptional attention to detail with zero tolerance for errors in legal documents.
• Discretion and confidentiality in handling sensitive commercial, personnel, and regulatory information.
• Proactive ownership of defined processes, completing recurring tasks without prompting.
• Ability to remain calm and prioritize competing demands under deadline pressure.
• Professional written and verbal communication skills for interactions with external parties such as counterparties, embassies, regulators, and notaries.
• Reliability and punctuality, with a consistent and dependable presence.
• Proficiency in Russian and English languages.

Compensation & Benefits

• Fully remote work from anywhere in the world.
• Exposure to an international mandate spanning multiple jurisdictions and a variety of legal work.
• Use of modern tools and an AI-native workflow environment.
• 40 paid days off per year.
• Competitive compensation reflecting the seniority and scope of the role.

Location

• Remote (work from anywhere globally)