[Hiring] Legal Secretary @Eqvilent

Role Description

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:

• Preparation of standard-form documents without supervision
• Maintenance of live legal databases
• 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.

Qualifications

• 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.