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Legalisation Executive

Legal Services


Position: Legalisation Executive
Location: London

This is a newly created internal and external client facing role and the successful candidate will be responsible for a portfolio of clients and provide corporate administrative services to our professional clients globally (in particular, legalisation and process agency services).


The responsibilities for the role will include, but are not limited to:

  • Act as a client contact point in London, taking instructions for notarisation, translation, legalisation and other associated products and services provided by the Corporate Services team in London;
  • Opening client files for legalisation instructions
  • Manage original documentation
  • Collating and checking corporate documents received from other corporate services teams across the Maples Group (and following up distribution and/or delivery of documents as may be required)
  • Arranging for documents to be apostilled at the Foreign, Commonwealth and Development Office ("FCDO") in London, and liaising with the FCDO to ensure efficient and prompt processing of time-sensitive documents
  • Arranging for documents to be legalised at various Embassies and/or Consulates in London. This will involve visiting some Embassies in person to physically submit and collect documents.
  • Communicating with clients regarding legalisation procedures, and providing status updates and coordinating courier deliveries.
  • Regular liaison with Embassies and relevant commercial bodies (ie Chambers of Commerce) to ensure Maples Group legalisation processes are kept updated  (including researching country status in relation to the Hague Convention and ensuring in-house internal guides are up to date)
  • Liaising with fee earners and business support teams across the wider Maples Group, providing fee quotes and advice on legalisation matters in order to ensure that clients receive the appropriate advice regarding legalisation of their respective documents within agreed time-frames as appropriate;
  • Working alongside existing Corporate Services team members in London to support internal and external process agency enquiries
  • Liaising with the firm's internal finance department(s) to ensure correct billing procedure for both legalisation and process agency matters undertaken in London
  • Preparation and issuing formal process agency appointment letters, on request from in-house lawyers and external counsel
  • Ensuring in-house corporate portals are maintained and updated daily to reflect accurate status reports
  • Regular meeting with local stakeholders to report on progress, WIP/AR, issues (for example, embassy closures or changes to embassy procedures etc)
  • Monitoring WIP and AR levels for all legalisation matters, responsibility for raising invoices in a timely manner upon completion of a manner and liaising with accounts team
  • Scanning documents into an electronic document filing system
  • Such other corporate administration tasks as may be required support of the legalisation process (eg attending at the post office, arranging couriers etc)


  • Good written and oral communication skills at all levels
  • Previous experience in a professional services environment would be an advantage but not essential
  • The successful candidates will also have outstanding technical skills, together with the ability to build relationships with clients and colleagues, and work well in a team environment
  • Responsiveness is a key requirement in this role and proven track record of dealing with confidential information 

About the Maples Group 

The Maples Group is a leading service provider offering clients a comprehensive range of legal services on the laws of the British Virgin Islands, the Cayman Islands, Ireland, Jersey and Luxembourg, and is an independent provider of legal services, fiduciary, fund services, regulatory and compliance, and entity formation and management services. The Maples Group distinguishes itself with a client-focused approach, providing solutions tailored to their specific needs.  Its global network of lawyers and industry professionals are strategically located in the Americas, Europe, Asia and the Middle East to ensure that clients gain immediate access to expert advice and bespoke support, within convenient time zones.

DISCLAIMER: For an explanation of why and how we handle personal information relating to our job applicants, please refer to our Job Applicant Privacy Notice.


200 Aldersgate St, Barbican, London EC1A 4HD, United Kingdom

Pre-employment background screening

Please note that it is 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. 


19 November 2021