[Remote] Legal Secretary

Note: The job is a remote job and is open to candidates in USA. Eqvilent is a Dubai-based proprietary quantitative and algorithmic trading firm operating across multiple jurisdictions. The Legal Secretary provides comprehensive administrative and document support across all workstreams of the legal function, managing document production, maintenance of legal databases, and coordinating execution workflows.

Responsibilities

• 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

Skills

• 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 affects the others
• Russian and English language proficiency

Benefits

• Fully remote from anywhere in the world
• International mandate spanning a vast number jurisdictions and a genuine variety of legal work
• A team that operates with modern tools and an AI-native mindset — no outdated workflows
• 40 paid days off per year
• Competitive compensation reflecting the seniority and scope of the role

Company Overview