Legal Secretary and Compliance Specialist

The Legal Secretary and Compliance Specialist provides essential support to senior legal staff, including the Department Head and Corporate Lawyer, and acts as a liaison with third parties such as government units and agencies to facilitate legal and compliance processes.

I. QUALIFICATIONS

1.     Experience and exposure to legal matters related to labor laws, SEC and government compliance (including LLDA, DENR, AMLA, EPR, etc.), corporate transactions, contracts, and intellectual property (trademarks and patents) application and maintenance.

2.     Advanced proficiency in computer programs, especially PowerPoint, Canva and Excel, with the ability to create clear and efficient spreadsheets and presentations.

3.     Skilled in typing, rekeying documents, taking detailed notes, and proofreading with high accuracy.

4.     Knowledgeable in handling basic legal administrative tasks and concerns when dealing with government offices and judicial courts.

5.     Basic familiarity with legal procedures, including modes of service and filing.

6.     Strong organizational skills to manage multiple tasks effectively.

7.     Excellent interpersonal and social skills for effective collaboration and communication.

8.     Exceptional attention to detail and a sharp memory to ensure accuracy and thoroughness.

II DELIVERABLES

1.     Provide secretarial support to the Legal Head.

2.     Prepare PowerPoint presentations and other reports as needed and provide technological/technical support.

3.     Draft official communications and correspondence.

4.     Assist in due diligence by gathering necessary information and documentation.

5.     File pleadings, complaints, motions, and other legal documents with courts, the Office of the City Prosecutor, labor courts, and other relevant bodies.

6.     Perform data entry and maintain organized file management systems.

7.     Handle notarization and ensure compliance with notarial requirements.

8.     Schedule appointments and manage the calendar for senior legal staff.

III KEY RESULT AREAS / PERFORMANCE MEASURES

• File and Compliance Management
• Notary Management
• Administrative Support Services
• Inventory and Resource Management
• Deadline management
• Support in Special Project Management

IV Specific Tasks

JOB SPECIFICATIONS

· Administrative and Technological Support to Senior Staff:

o   Manage and maintain schedules, appointments, and deadlines.

o   Prepare PowerPoint presentations and other reports as needed and provide technological/technical support.

o   Draft official communications and correspondence.

o   Assist in the preparation of supporting documents for litigation cases, legal compliances, and special projects; review exhibits and preparation of list of annexes and exhibits

o   Maintain custody of all documents and files related to litigation, permits, legal compliances, and special projects.

o   Support the drafting and preparation of affidavits, pleadings, motions, appeals, and other legal documents submitted to courts and quasi-judicial bodies.

o   Collate and organize all supporting documents and case files received from or submitted to courts and quasi-judicial entities

o   Draft simple replies and correspondence.

·       Legal and Compliance Records Management:

o    Handle Notarization and be responsible for maintaining and filing notarized documents.

o   Prepare and submit monthly reportorial requirements to the Regional Trial Court.

o   Ensure systematic filing and safekeeping of documents and records related to litigation and special projects.

·       Office and Inventory Management:

o   Manage office supplies and inventory.

o   Prepare and process cash requisitions and other operational needs.

·       Coordination and Liaison:

o   Assist in coordinating with both internal departments and external stakeholders, such as government agencies, legal counsel of opposing or other parties, third parties.

·       Other Duties:

o   Perform other tasks or responsibilities that may be assigned from time to time in support of legal and compliance operations.

EDUCATION:

Graduate of 4-5 year-college degree course.

PROFESSIONAL EXPERIENCE

Applicants should have at least 2 to 3 years of legal experience in a law firm or a related legal field. Recent graduates may also be considered, provided they have strong academic credentials and an excellent educational background.

KEY COMPETENCIES:

1.     Technological Proficiency – Comfortable using modern legal and productivity tools; adaptable to new technologies.

2.     Strong Attention to Detail & Sharp Memory – Able to identify discrepancies and recall important information or details efficiently.

3.     Street Smart – Practical, resourceful, and able to think on their feet in dynamic or high-pressure situations.

4.     Self-Management – Demonstrates independence, quick thinking, and strong problem-solving abilities.

Interpersonal Effectiveness – Works well in a team, communicates clearly, and contributes positively to a collaborative environment.

JOB-SPECIFIC COMPETENCIES

1. Resilience
2. Integrity
3. Communications
4. Logical Thinking
5. Responsibility

FUNDAMENTAL SKILLS

1.     Organizational and Time Management Skills – Able to prioritize tasks effectively and meet deadlines under pressure.

2.     High Attention to Detail – Maintains accuracy and precision in all aspects of work.

3.     Computer Proficiency – Skilled in using standard office software and legal research tools.

4.     Interpersonal and Communication Skills – Clear and effective communicator, both written and verbal; builds strong professional relationships.

5.     Multi-Tasking Ability – Capable of handling multiple responsibilities simultaneously without compromising quality.

6.     Proactiveness – Takes initiative and anticipates needs without constant supervision.

7.     Logical and Analytical Thinking – Approaches problems with sound reasoning and effective decision-making.

8.     Physical Strength and Stamina – Able to endure long working hours and physically demanding tasks when required.