Position Title: Legal Assistant.
Department: Legal Department
Role Type: Full-Time

1. Role Purpose / Summary

The Legal Assistant will provide comprehensive administrative, legal, and operational support to the Group Head of Legal and the Legal Department. The role ensures efficient management of legal documentation, case tracking, regulatory filings, contract lifecycle oversight, and coordination with internal and external stakeholders, including external counsel and government registries. The position holder facilitates timely closure of legal transactions, enhances departmental organization, and supports compliance and reporting obligations across the organization.

2. Key Responsibilities:

Legal Administration & Registry Management

• Maintain and update physical and electronic legal files, ensuring proper registry management and document tracking.
• Track court dates, registry deadlines, document movement, and follow-up actions.
• Ensure accurate archiving, indexing, and retrieval of legal documents and correspondence. 

Correspondence, Calendars & Communication

• Manage departmental emails, calendars, schedules, and reminders.
• Draft and review letters, memos, internal communication, and basic legal correspondence.
• Coordinate dispatch and service of documents via courier, post, or in-person delivery.

Legal Document Preparation & Review

• Draft, proofread, and review legal documents, including contracts, affidavits, submissions, and notices.
• Assist in preparing board-ready presentations, litigation summaries, and compliance reports.

Reporting & Compliance Support

• Prepare, update, and maintain litigation reports, securitization reports, and other periodic legal summaries.
• Track debtor compliance and maintain an updated debt collection report.

Contract Lifecycle Management

• Support contract preparation, negotiation tracking, finalization, execution, storage, and renewal monitoring.
• Maintain a contract register and ensure timely follow-ups for renewals and expiries.

External Stakeholder Coordination

• Liaise with external lawyers, the State Law Office, registries, and government agencies to monitor case progress and ensure documentation and witness statements are submitted on time.
• Attend to the filing of documents at Companies Registry, Lands Registry, IP/Trademark Registry, and other regulatory bodies.

Financial & Vendor Support

• Initiate and track payments for external counsel, auctioneers, and other legal service providers.
• Monitor legal spend and maintain updated invoice records.

Transaction & Case Monitoring

• Track ongoing legal transactions to ensure closure within agreed timelines.
• Support follow-up on all pending legal matters to maintain progress and compliance.

Departmental Support

• Provide day-to-day administrative and operational support to the Group Head of Legal.
• Perform any other lawful duties assigned from time to time in relation to the organizations legal obligations.

3. Qualifications & Experience

• University Degree or Diploma in Law, Paralegal Studies, or a related field.
• Minimum 2 years of experience as a paralegal or legal assistant in a law firm or corporate legal department.
• Advanced proficiency in English (written and spoken).
• Strong knowledge of Microsoft Office, document management systems, and digital file organization.

4. Skills & Competencies

• High attention to detail and accuracy.
• Strong organizational and multitasking abilities.
• Professionalism, integrity, and ability to handle confidential information.
• Excellent communication and interpersonal skills.
• Ability to work under pressure in a fast-paced environment.
• Self-driven, proactive, and able to meet strict deadlines.