Job Description

To provide efficient, proactive, and confidential secretarial and administrative support to the Tax and Regulatory Services department. The role facilitates smooth coordination across client deliverables, internal operations, and compliance timelines, ensuring timely service delivery and proper record management. The Department Secretary plays a critical role in enabling effective communication, administrative organization, and regulatory adherence in a remote support environment.

Responsibilities:

• Review, format, and finalize client-facing documents including tax reports, legal opinions, engagement letters, and correspondence, ensuring consistency with internal templates and brand compliance standards.
• Ensure quality and accuracy of deliverables while maintaining document confidentiality.
• Coordinate the translation, notarization, and legalization of documents, including liaison with third-party vendors (e.g., translators, legal consultants, embassy services).
• Maintain accurate and structured digital filing systems for client and regulatory documentation.
• Track deadlines for regulatory filings, tax deliverables, internal reviews, and client timelines.
• Monitor and update internal databases and trackers used for risk, onboarding, and engagement management.
• Coordinate virtual and in-person meetings, including agenda preparation and calendar management for directors and (senior) managers.
• Arrange logistics for document execution, filings, and related regulatory appointments.
• Assist with internal workflows such as timesheet reminders, travel arrangements, and administrative coordination across teams.
• Liaise with clients regarding administrative aspects such as document handovers, signature formalities, and delivery instructions.
• Support the onboarding process including KYC documentation, NDA coordination, and engagement formalities.
• Assist in onboarding new joiners, interns, and junior staff by coordinating access to department-specific templates, tools, procedural guides, and document systems, excluding onboarding components managed by the internal HR team.
• Contribute to departmental administrative process improvement and digitization effort.

Requirements:

• Diploma or Bachelor’s degree in Business Administration, Legal Studies, or related field.
• Knowledge of legal/tax terminology and documentation standards.
• Fluent business-level English (written and verbal); proficiency in German or Arabic is an advantage.
• Proficiency in MS Office suite (Word, Excel, Outlook, PowerPoint); experience with document management platforms such as iManage or NetDocuments is an advantage.

Competencies:

• High attention to detail and organizational discipline.
• Strong professional communication skills (written and verbal).
• Ability to manage priorities and meet deadlines independently.
• Discretion, reliability, and commitment to confidentiality.
• Proactive and dependable team player.
• Maintains a high degree of professionalism and responsiveness in all interactions.
• Demonstrates integrity and sound judgment when handling confidential and sensitive information.

Experience:

• Minimum 5 years of relevant secretarial or administrative experience, preferably in legal, tax, or consulting setting.

Interested candidates can apply online or email your CV to [email protected]