Legal Secretary

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. 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. 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. WHAT YOU'LL BE DOING Document Production & Formatting 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. Apply and maintain the firm’s standard document templates across all document types; update templates when instructed by legal counsel. Format complex multi-schedule agreements, annexures, and exhibits in compliance with the firm’s house style. Standard form Documents preparation and management: Embassy & Consular Letters; No Objection Letters (NOC); Salary / Employment Certificates; Experience & Reference Letters; Board Resolutions (Standard Form); Powers of Attorney and Regulatory Filing Cover Letters Administrative functions: arrange translations, notarisations, legalisations, PO requests Maintain and update the legal function's document management system, ensuring all executed agreements, corporate documents, regulatory filings, and correspondence are filed correctly. Conduct quarterly database audits to identify and remediate gaps or expired entries and report findings to the Head of Legal. WHAT WE LOOK FOR IN YOU 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. An international firm or financial services background is an advantage. 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. Demonstrated 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 platform) is required. Advanced proficiency with Google Workspace and Microsoft Office suite. Exceptional attention to detail: errors in legal documents carry real consequences and will not be tolerated. Discretion and confidentiality as default behaviour: the Legal Secretary will handle highly sensitive commercial, personnel, and regulatory information. 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. Calm under deadline pressure: the legal function operates at pace. The candidate must be capable of prioritising competing demands without losing composure or quality. Professional communication style: written and verbal communications with external parties (counterparties, embassies, regulators, notaries) must reflect the firm’s institutional standing. Reliability and punctuality: the role requires consistent, dependable presence. The legal team is a small, high-trust function and every member’s reliability directly a…