Legal Secretary

The role

We are seeking a highly organized and proactive Legal Secretary to join our Kyiv office. This is an excellent opportunity to play a key role in supporting Partners and the practice team, ensuring the smooth day-to-day operation of the practice and contributing to the overall efficiency of the team.

As a Legal Secretary, you will provide comprehensive administrative and operational support, including coordination of schedules, meetings, travel arrangements, and client-related processes. You will be involved in managing documentation, supporting billing and expense processes, and maintaining effective communication within the team.

Responsibilities include:

• Provide full administrative support to Partners and the practice team, including calendar management, scheduling meetings and calls;
• Coordinate internal and external meetings (including MS Teams) and prepare related materials (documents, presentations, files);
• Manage correspondence and communication on behalf of the Partner, where required;
• Arrange business trips, including planning itineraries, booking tickets, accommodation and transfers;
• Liaise with travel agencies and manage changes or cancellations of travel arrangements;
• Prepare and process expense reports, ensuring compliance with internal policies;
• Collect and verify supporting documentation for expenses;
• Prepare, review and amend client invoices (billing statements);
• Verify accuracy of amounts, rates and descriptions of services;
• Coordinate invoice approvals with lawyers and Partners;
• Organize and maintain documentation and filing systems;
• Prepare standard documents and templates;
• Coordinate execution and signing of documents;
• Support internal processes and workflow within the practice team;
• Assist in preparation of client materials and presentations;
• Perform other administrative tasks as assigned.

 Key skills and experience required:

• Previous experience in a similar administrative or legal support role;
• Strong organizational and time management skills;
• Attention to detail and accuracy;
• Ability to manage multiple tasks and meet deadlines;
• Good communication and interpersonal skills;
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook);
• English proficiency (written and spoken);
• Ability to work both independently and as part of a team.

Only candidates who meet all the requirements set out above will be considered for the position. 

What we offer:

At Kinstellar, we prioritize your goals. We begin by understanding your strengths and ambitions as an employee and strive to create opportunities that unlock your full potential. By joining our team of exceptional talents, you become part of our high culture where we are committed to your personal and professional growth. We offer:

• High-level corporate culture: Our culture comes to life through our five core values: Excellence, Insight, Integrity, Team Spirit and Drive. At Kinstellar, we place a premium on integrity and are the only regional law firm with a dedicated risk and compliance team, along with a comprehensive anti-corruption compliance program.
• Learning & development: Benefit from professional development and training in a leading Central and Eastern Europe (CEE), Southeast Europe (SEE) and Central Asia (CA) law firm, engaging in interesting work for reputable local and international clients. 
• Wellbeing: Experience comprehensive benefits tailored to individual needs, fostering your mental and physical wellbeing. We prioritize your work-life balance with firm-wide days off and offer competitive compensation, including future salary growth and an annual performance bonus.
• Social impact: Engage in Environmental, Social, and Governance (ESG) initiatives for both local and global impact. Our employee-driven Community Investment program includes pro bono work, volunteering, donations, and sponsorships.