Office/Legal Secretary

Job Summary

The role assists in coordinating board meetings, preparing legal and corporate documentation, maintaining statutory records, and ensuring compliance with applicable laws, regulations, and company policies.

Key Responsibilities

• Assist in the preparation and distribution of board meeting materials, notices, agendas, and resolutions.
• Coordinate schedules and logistics for Board of Directors and committee meetings.
• Prepare meeting minutes, board resolutions, secretary certificates, and related corporate documents.
• Maintain and organize corporate records, minute books, and legal documentation.

• Assist in the preparation and submission of regulatory filings and compliance requirements with relevant government agencies.
• Monitor deadlines for reportorial requirements, permits, and corporate registrations.
• Ensure proper safekeeping and confidentiality of legal and corporate documents.
• Support compliance with corporate governance policies and internal procedures.

• Maintain updated records of stockholders, directors, officers, and corporate organizational documents.
• Organize and archive contracts, agreements, and other legal files.
• Prepare document transmittals, certifications, and notarization requirements as needed.

• Manage correspondence, calendars, and appointments of the Executive Secretary.
• Coordinate with internal departments, external legal counsel, regulators, and stakeholders.
• Prepare reports, presentations, and memoranda related to corporate governance activities.
• Prepares payment requests as needed.
• Perform other duties that may be assigned by the Executive Secretary or Management.

• Bachelor’s Degree in Legal Management, Political Science, Business Administration, Corporate Governance, or related field.
• At least 2–3 years of experience in corporate administration, legal support, or executive assistance.
• Familiarity with corporate governance practices and regulatory compliance is an advantage.
• Proficient in Microsoft Office applications and document management systems.
• Strong organizational, communication, and interpersonal skills.
• High level of integrity, professionalism, and confidentiality.
• Detail-oriented with excellent time management and multitasking abilities.

• Corporate Documentation Management
• Attention to Detail
• Confidentiality and Integrity
• Organizational and Planning Skills
• Communication Skills
• Regulatory Compliance Awareness
• Coordination and Stakeholder Management
• Problem-Solving and Initiative