Legal Admin Assistant

The role

The Legal Administrative Assistant supports the Legal teams and Company Secretary with day-to-day legal administrative tasks, processing of invoices and payments, corporate housekeeping, compliance, and operational tasks across local and foreign legal entities.

This role is critical in ensuring smooth legal operations, proper document management, corporate governance support, vendor and invoice handling, and coordination with internal and external stakeholders, including outside counsels, notaries, authorities and service providers.

Your responsibilities will include: 

Administrative & Operational Support

• • Support the Legal teams and Company Secretary with daily administrative activities.
  • Support office operations and team administrative coordination and welfare activities.

Legal Documentation & Corporate Support

• • Receive, prepare, organize, and process paper and electronic legal forms and documents, including corporate and regulatory forms.
  • Manage document signing processes from start to finish, including electronic signature workflows and physical signatures.
  • Handle incoming and outgoing legal documentation and coordinate document retrieval logistics.
  • Prepare and request residency certificates, taxpayer confirmations, company statements, and similar corporate documents.
  • Coordinate notarization, legalization, apostille, and certification processes with notaries and tax authorities.
  • Archive and maintain structured legal and corporate records and document repositories.

Corporate Governance & Company Secretary Support

• Support the Company Secretary with corporate governance administration activities.
• Track and monitor incorporation steps, company registrations, amendments, and liquidation.

Treasury & Finance Coordination

• Process legal invoices, payment requests, vendor setup activities, and ZIP tickets for the legal department.
• Coordinate with Finance, Treasury, and Procurement teams regarding payments, approvals, and corporate information requests.
• Liaise with treasury regarding company registrations, bank account openings/closures, and corporate information requests.

We expect you to have: 

• 3–5 years of experience in administration, corporate housekeeping, company secretarial support, or legal operations.
• Experience in an international corporate environment, in-house legal department, or corporate services provider.
• Experience supporting multiple international legal entities is an advantage.
• Proficient in tools such as:
  • DocuSign
  • Jira (for ticketing and task tracking)
  • Microsoft Office Suite
• Comfortable using document storage systems (e.g., shared drives).
• Basic knowledge of budgeting tools or invoice processing platforms (e.g., ZIP).
• Service oriented and minded.
• Strong organizational and multitasking abilities.
• Excellent attention to detail and document accuracy.
• Ability to manage multiple deadlines and stakeholders simultaneously.
• Strong record keeping and archiving capabilities.

It will be an added bonus if you have: 

• Understanding of corporate governance, legal documentation, and entity management.
• Familiarity with incorporation processes, powers of attorney, notarization, apostille, and legalization procedures.