The Maples Group is a standard bearer in financial and legal services, trusted by many of the world’s largest hedge fund managers, private equity firms and international corporations. 

Our distinction flows from our carefully curated team: 2,500+ professionals characterised by tenacity, ethics and exacting excellence. Operating in key financial centres across the Americas, Asia, Europe and the Middle East, our international presence offers a unique springboard for career development and cross-cultural immersion.  Our side-by-side financial and legal services are similarly ripe for interdisciplinary learning and growth. 

The Maples Group looks to add a Cayman Islands based Finance Secretary to our team and invites eager and qualified candidates to apply. We are committed to diversity, inclusion and equality of opportunity as we attract, retain and develop world-class talent.

Who We Seek

Our merit-based culture suits professionals in pursuit of boundless careers and lives. Beyond their acumen, team members are collaborative and conscientious, bringing a healthy sense of drive and purpose to each interaction and to all aspects of their work. 

About the Role

We are seeking a highly organized and experienced Secretary to provide comprehensive administrative and secretarial support to our Finance attorneys in a fast-paced legal environment. The key responsibilities and core skills are described below. You will be a team player and self-motivated professional with a confident manner who has excellent oral and written communication skills as well as good organisational skills. You must be able to prioritise and multi-task to ensure deadlines are met and have the ability to work under pressure.

Primary responsibilities include:

• Draft/format standard and non-standard documents including engagement letters
• Incorporate amendments to documents and prepare blacklines of documents
• Update Filesite with client information
• Compile documents in Adobe
• Day to day printing and scanning of deal documents etc. for attorneys in addition to printing presentations, and various materials for meetings, conferences or training etc.
• Dictation of emails, meeting notes, reviews etc.
• Audio typing using Bighand
• E-filing/filing correspondence, transaction and other non-minute book documents
• Document disposal in accordance with Firm's security procedures
• Check incoming mail and prepare and send courier packages (local and global) (including drafting cover letters etc.)
• Mail forwarding for those entities which fall outside of the mail forwarding team
• Schedule meetings and phone/video conference calls (external and internal) together with ordering refreshments for meetings
• Liaise with Firm's Travel Service Provider to book business travel globally
• Interaction updates (including adding internal/external contacts, maintaining matter file contacts, adding and maintaining addresses on Maples Address Change site)
• Open files and update activities and client contacts in InterAction
• File closing
• Print prebills, request invoice edits, liaise with the Collections Team, maintain billing groups, and liaise with the Accounts Team in relation to arranging for wires to return funds etc.
• Issue invoices – both day to day and Annual Return invoices, and dealing with related queries and monitoring and dealing with matter credits
• Client follow-up for outstanding accounts
• Order Certificates of Good Standing on MARA for transactional work
• Conduct Court searches, conflicts checks and CORIS searches
• Conduct internal system searches for minute book and non-minute book related items
• Locate minute book documents and send them to clients/lawyers and prepare minute book documents for M&C certification
• Liaise with the Corporate Services Group re. fees, filings and documents
• Respond to due diligence queries, including U.S. W8-BEN and W-9 Tax Form requests
• Prepare SIBL/MF 1 Forms – liaise with clients re. info/chasing auditor consent letters
• Provide audit confirmation letters which fall outside the remit of the Collections Team or which are time sensitive
• E-Services document uploading and opinions/transaction bibles
• Provide support for marketing trips, including coordinating itineraries for client meetings, lunches and dinners, plotting maps, meeting note write ups, and producing marketing contact lists from Interaction, and collating and submitting expense claims
• Other ad hoc tasks as required by lawyers - e.g. answering calls, timesheet queries, research requests to the library; producing structure charts, general fact finding, etc.

EXPERIENCE

What You Bring

In addition to indisputably high ethical standards, the ideal candidate possesses the following:

• 5 years' prior secretarial experience in a professional office environment
• Experience drafting legal documents
• Excellent interpersonal and communication skills, both written and verbal
• Effective prioritization and organisational skills with experience of diary management, meeting scheduling and coordination of travel arrangements
• Prior experience taking, typing and distributing accurate minutes and completing audio transcriptions
• Ability to handle a large and varied workload
• Knowledge of Microsoft Office (including Word, Excel and PowerPoint) and Adobe are essential
• Knowledge of ADEX, iManage, InterAction, Darwin, Litera, Bighand and CORIS would be an advantage
• Strong work ethic and ability to maintain the highest standards of confidentiality
• Ability to consistently deliver accurate high quality work while managing competing demands and deadlines

BENEFITS & REWARDS

The most enduring professional relationships are reciprocal relationships.  The Maples Group prioritises employee health and wellbeing. Depending on your location, we offer a range of benefits, including: 

• Comprehensive health coverage (medical, dental and optical)
• Competitive vacation packages
• Educational assistance and professional development programmes
• Savings or pension plan
• Life insurance
• Travel insurance
• Global mental wellness programme
• Sports clubs and social events

ABOUT MAPLES GROUP

Over five decades, the Maples Group has grown from modest beginnings into one of the world's preeminent professional services firms, offering specialised fiduciary, fund administration, regulatory and compliance, entity formation and management and legal services on the laws of the British Virgin Islands, the Cayman Islands, Ireland, Jersey and Luxembourg.

You can learn more about the Maples Group on our corporate website.  Experience our culture and our people on our Careers Page or on LinkedIn.

Maples’ standard policy to undertake various background screening checks, including criminal records checks, on all applicants to whom a conditional job offer is made. Maples will only ask applicants to disclose a past criminal conviction when a conditional job offer is made. If you have a criminal record it does not mean that your job offer will be automatically withdrawn. Maples will make all job offer decisions on a case by case basis and will take a number of factors into account, such as the role that you are applying for and the nature and circumstances of the past offence. You will have the opportunity to discuss the matter with Maples before a decision is made.

Disclaimer: All personal information collected during the application process will be used for recruitment-related purposes only. Please refer to our Job Applicant Privacy Notice at maples.com/privacy for details on how we handle personal information relating to job applicants.