Medical Secretary, Administration jobs

Job Title: Legal Executive / Legal Secretary – Development Team

Department: Development and New Business

Reporting to: Director of Development and New Business

Location: Dublin City Centre / Hybrid (minimum 3 days per week in office)

Salary: €50,000 – €55,000

Contract: Fixed-Term Contract (12 Months)

Hours: Full Time, 37 hours per week

About Oaklee

Oaklee is a growing Approved Housing Body with responsibility for over 2,500 homes nationwide. Following deconsolidation from Choice Housing in 2023, the organisation is building internal capacity to support its next phase of growth. Oaklee plans to increase its housing portfolio by 40% by 2026, supported by investment in people, systems and data.

As an agile AHB, Oaklee offers staff opportunities to influence strategy and shape how services are delivered.

Our work is guided by three core values:

• Agility – working flexibly across teams, responding quickly to need and acting decisively.
• Empathy – being genuine and human, listening openly and striving to do better.
• Ambition – focusing on expertise, innovation, continuous improvement and learning from experience.

The Role

The Legal Executive / Legal Secretary will provide dedicated legal transaction and administrative support to the Development Team in the delivery of social and cost rental housing developments. The role will focus primarily on the coordination and administration of property acquisitions and development transactions, while also providing governance and executive support to the Director of Development and New Business.

Working closely with the team and external stakeholders, the postholder will support the progression of development projects from acquisition through to completion, ensuring that legal documentation, approvals, committee submissions and transaction milestones are managed efficiently and in accordance with organisational governance requirements.

The role is intended to provide additional capacity to support a significant volume of live acquisitions and development transactions.

Equal Opportunities

Oaklee is an equal opportunities employer. We welcome applications from suitably qualified candidates regardless of gender, civil status, family status, sexual orientation, religion, age, disability, race or membership of the Traveller community.

Key Responsibilities and Duties

Legal Transactions

• Coordinate legal transactions associated with property acquisitions, turnkey developments, site purchases and design and build projects.
• Track the progress of legal transactions and maintain transaction registers and completion programmes.
• Coordinate the exchange of legal documentation between internal and external stakeholders.
• Monitor key legal milestones and completion requirements to ensure transactions progress in a timely manner.
• Ensure legal and contract documentation is executed in accordance with organisational governance requirements.
• Assist with the legal aspects of development funding and loan drawdowns.
• Liaise with external solicitors regarding security documentation and conditions precedent.
• Monitor outstanding legal requirements affecting funding drawdowns and project completions.

Governance and Compliance

• Support the preparation of reports relating to acquisitions and legal transactions.
• Maintain records of approvals, authorisations and executed agreements.
• Ensure compliance with internal delegation and governance procedures.
• Maintain accurate and auditable records for legal, compliance and governance purposes.

Executive and Governance Support

• Provide administrative support to the Director of Development and New Business in relation to development projects, acquisitions and strategic initiatives.
• Coordinate the preparation and compilation of papers, reports and supporting documentation for Board, Committee and Management meetings.
• Manage meeting logistics, agendas, circulation of papers and document packs for governance meetings.
• Take minutes and maintain action trackers for meetings and committees as required.
• Monitor and follow up on actions arising from Board, Committee and Management meetings relevant to the Development Team.
• Assist in the preparation of presentations, briefing notes and reports for internal and external stakeholders.
• Maintain records of approvals, resolutions and authorisations associated with development projects and legal transactions.
• Support the Director of Development in managing correspondence, information requests and key project reporting requirements.

Key Skills and Competencies

Essential Requirements

• Legal Executive qualification, Diploma in Legal Studies or equivalent qualification.
• Experience working in a legal executive, legal secretary, conveyancing or property administration role.
• Experience coordinating legal documentation and transaction processes.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and document management systems.
• Ability to manage multiple competing priorities and deadlines.

Desirable Requirements

• Experience in commercial property, residential development or conveyancing.
• Experience working within the housing, construction or property sectors.
• Knowledge of development transactions and construction contracts.
• Experience working with an Approved Housing Body, local authority or property developer.
• Understanding of development funding and governance requirements.

Pay: €50,000.00-€55,000.00 per year

Work Location: Hybrid remote in DUBLIN 8, County Dublin