Legal Secretary

International Aerospace Coatings; Shannon; Sur place; EUR 32 000 - 46 000; Plein temps

Résumé du poste

International Aerospace Coatings, Inc. is seeking a capable Legal Secretary to provide administrative and legal support across its Irish, European and US operations.

You will work closely with the General Counsel, CFO and other business functions to manage contracts, corporate records, insurance matters and company secretarial activities. This role requires excellent organisation, attention to detail and the ability to handle confidential information while juggling multiple priorities with

Qualifications

• Legal secretary qualification or equivalent experience.
• 2–3 years in legal or corporate environment preferred.
• Strong written and verbal English with high attention to detail.

Responsabilités

• Prepare, format and maintain legal documents using approved templates.
• Assist with customer and supplier agreements, NDAs and routine docs.
• Coordinate contract review, approvals and signatures.
• Maintain contract databases and filing systems.
• Assist CRO filings, board packs, minutes and governance records.
• Support GDPR, compliance and data privacy documentation.
• Liaise with internal teams and external advisers, including solicitors.

Connaissances

Legal terminology

Documentation

Communication

MS Office

Time management

Confidentiality

Stakeholder coordination

Formation

Legal secretary qualification

Paralegal qualification

Outils

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Description du poste

The Legal Secretary will provide administrative and legal support to the business across its Irish and European and US operations.

Working closely with the General Counsel, CFO and other business functions, the Legal Secretary will support the day-to-day administration of contracts, corporate records, insurance matters, legal correspondence, compliance documentation and company secretarial activities.

This is a varied role requiring excellent organisational skills, attention to detail and the ability to manage confidential information and multiple priorities. The successful candidate will liaise with internal stakeholders and external advisers, including solicitors, company secretarial providers, insurance brokers, insurers and other professional advisers.

Key Responsibilities

Legal and Contract Administration

• Prepare, format and maintain legal documents, correspondence, agreements and supporting documentation using approved templates.
• Assist with the preparation of customer agreements, supplier agreements, work orders, quotations, non-disclosure agreements (NDAs) and other routine commercial documentation.
• Coordinate contract review and approval processes, including circulating documents for review, managing version control and coordinating signatures.
• Maintain accurate electronic and physical filing systems for contracts and legal documents.
• Maintain the contract database and registers, including key dates, renewal dates, expiry dates and contractual obligations.
• Monitor upcoming contract renewals and deadlines and provide reminders to relevant stakeholders.
• Respond to routine administrative queries from Sales, Operations, Finance, HR and other departments, escalating substantive legal matters to the appropriate legal adviser.
• Coordinate correspondence and documentation with external solicitors and other legal advisers.

Company Secretarial and Corporate Administration

• Maintain statutory registers and corporate records.
• Assist with the preparation and filing of CRO and RBO documentation and annual returns.
• Assist with the preparation of board agendas, meeting packs, minutes, resolutions and related documentation.
• Maintain records of directors, officers, shareholders, company registrations and other corporate information.
• Assist with statutory filings and ensure relevant deadlines are diarised and monitored.
• Liaise with external company secretarial providers and professional advisers as required.
• Maintain up-to-date corporate documentation, licences, permits and registrations.
• Assist with maintaining mandates and authorised signatory information for group bank accounts.

Insurance Administration

• Provide administrative support for the Group's Irish and European insurance programme.
• Act as a day-to-day administrative contact with insurance brokers and insurers.
• Maintain an accurate register of insurance policies, limits, renewal dates and relevant contractual insurance requirements.
• Assist with annual insurance renewals by gathering information and preparing documentation for brokers and insurers.
• Assist with requests for certificates of insurance, additional insured status and waivers of subrogation in accordance with agreed procedures.
• Maintain insurance correspondence and documentation.
• Assist with the administration of insurance claims, including recording incidents, maintaining claim files and tracking claims through to resolution.
• Coordinate with relevant internal departments, brokers and insurers on insurance-related matters.

Compliance and Legal Administration

• Assist with maintaining documentation and records relating to GDPR and data privacy compliance.
• Support the maintenance of compliance registers, policies, procedures and acknowledgements.
• Assist with maintaining records relating to licences, permits, regulatory requirements and other compliance matters.
• Support sanctions, export control and other compliance screening processes where required.
• Assist with maintaining records relating to work permits and visas, where applicable.
• Maintain appropriate filing and document-retention systems for legal and corporate records.
• Assist with monitoring legal and compliance deadlines and escalating upcoming requirements to the appropriate person.

General Legal and Business Support

• Provide administrative support for mergers, acquisitions, business expansion and other corporate projects.
• Assist with the organisation and maintenance of due diligence documentation.
• Coordinate meetings, calls and correspondence with external solicitors, accountants, insurers and other professional advisers.
• Prepare meeting materials, reports, schedules and presentations as required.
• Assist with tracking legal matters, external legal spend and invoices.
• Provide administrative support to the CFO, General Counsel, Legal & Commercial Advisor and other senior stakeholders as required.
• Maintain a high level of confidentiality when handling commercially sensitive, personal and legally privileged information.
• Undertake other relevant administrative, legal or corporate projects as reasonably required.

Qualifications and Experience

Required

• Legal secretary, paralegal, legal executive or company secretarial qualification.
• Previous experience in a legal secretarial, legal administration, paralegal, company secretarial or similar professional services role.
• Ideally 2–3 years' relevant experience in a legal or corporate environment.
• Strong written and verbal English.
• Excellent organisational and time-management skills.
• Strong attention to detail and a high level of accuracy.
• Experience handling confidential and sensitive information.
• Proficiency in Microsoft Office, particularly Word, Excel, Outlook and PowerPoint.
• Ability to manage multiple tasks and deadlines independently.
• Ability to communicate effectively with colleagues at all levels of an organisation and with external professional advisers.
• Familiarity with the Irish Companies Act 2014, CRO filings and Irish company secretarial requirements.
• Experience with contract management systems or document management systems.
• Experience with insurance administration, including certificates, renewals and claims.
• Familiarity with GDPR and general corporate compliance requirements.