Legal Secretary

<p>Eqvilent is a Dubai-based proprietary quantitative and algorithmic trading firm operating across multiple jurisdictions: UAE, UK, Malta, India, Hong Kong and many others. Our legal function sits at the heart of the business: advising on regulatory compliance, supporting commercial expansion, and partnering directly with business leaders to drive smooth execution.</p> <p>The Legal Secretary provides comprehensive administrative and document support across all workstreams of the Eqvilent legal function. The role is hands-on, detail-intensive, and requires a candidate who takes pride in precision, maintains complete discretion, and operates proactively rather than waiting to be directed.</p> <p>The Legal Secretary at Eqvilent is not a passive filing role. The successful candidate will be expected to own defined processes end-to-end, including the preparation of standard-form documents without supervision, the maintenance of live legal databases, and the coordination of multi-party signature and execution workflows.</p> <p><strong>WHAT YOU'LL BE DOING</strong></p> <ul> <li>Document Production &amp; Formatting</li> <ul> <li>Produce, format, and proofread legal documents to the standard required by the Head of Legal, including agreements, letters, memos, board resolutions, powers of attorney, and corporate consents.</li> <li>Apply and maintain the firm’s standard document templates across all document types; update templates when instructed by legal counsel.</li> <li>Format complex multi-schedule agreements, annexures, and exhibits in compliance with the firm’s house style.</li> <li>Standard form Documents preparation and management: Embassy &amp; Consular Letters; No Objection Letters (NOC); Salary / Employment Certificates; Experience &amp; Reference Letters; Board Resolutions (Standard Form); Powers of Attorney and Regulatory Filing Cover Letters</li> <li>Administrative functions: arrange translations, notarisations, legalisations, PO requests</li> </ul> <li>Maintain and update the legal function's document management system, ensuring all executed agreements, corporate documents, regulatory filings, and correspondence are filed correctly.&nbsp;</li> <li>Conduct quarterly database audits to identify and remediate gaps or expired entries and report findings to the Head of Legal.</li> </ul> <p><strong>WHAT WE LOOK FOR IN YOU</strong></p> <ul> <li>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.</li> <li>An international firm or financial services background is an advantage.</li> <li>Secondary or post-secondary qualification in legal studies, business administration, or a related field; a legal secretary or paralegal certification (e.g., CILEX Foundation, ILSPA) is an advantage but not required.</li> <li>Demonstrated experience preparing embassy letters, NOCs, employment certificates, and similar standard-form correspondence independently.</li> <li>Experience managing a contracts register or legal document database.</li> <li>Familiarity with DocuSign (or equivalent electronic signature platform) is required.</li> <li>Advanced proficiency with Google Workspace and Microsoft Office suite.</li> <li>Exceptional attention to detail: errors in legal documents carry real consequences and will not be tolerated.&nbsp;</li> <li>Discretion and confidentiality as default behaviour: the Legal Secretary will handle highly sensitive commercial, personnel, and regulatory information.&nbsp;</li> <li>Proactive ownership of defined processes: the candidate should complete recurring tasks - contract register updates, standard-form letters, DocuSign follow-ups - without being prompted each time.</li> <li>Calm under deadline pressure: the legal function operates at pace. The candidate must be capable of prioritising competing demands without losing composure or quality.</li> <li>Professional communication style: written and verbal communications with external parties (counterparties, embassies, regulators, notaries) must reflect the firm’s institutional standing.</li> <li>Reliability and punctuality: the role requires consistent, dependable presence. The legal team is a small, high-trust function and every member’s reliability directly affects the others.</li> <li>Russian and English language proficiency&nbsp;</li> </ul> <p><strong>WHY JOIN US</strong></p> <ul> <li>Fully remote from anywhere in the world</li> <li>International mandate spanning a vast number jurisdictions and a genuine variety of legal work</li> <li>A team that operates with modern tools and an AI-native mindset — no outdated workflows</li> <li>40 paid days off per year</li> <li>Competitive compensation reflecting the seniority and scope of the role</li> </ul>