Legal Executive Assistant

This role provides comprehensive executive support to the General Counsel & Company Secretary and key legal team members while managing administrative operations across the Legal Team. It acts as the administrative backbone of the Legal Team, handling executive administration, legal housekeeping, and department operations on both a local and global scale. The position reports directly to the General Counsel & Company Secretary and works within an entrepreneurial-minded Legal Team in a fast-paced global company.

• Provide comprehensive executive support to the General Counsel & Company Secretary and key legal team members, including calendar management, travel coordination, expense reporting, and presentation preparation.
• Coordinate team meetings, agendas, department offsites, and internal events.
• Support the onboarding of new Legal Team members by managing logistics, access provisioning, and onboarding documentation.
• Manage physical and electronic mail received locally and globally, triaging and directing incoming requests, and support incoming and outgoing mail and courier services.
• Handle routine legal housekeeping processes, including subsidiary tracking tools, legal case registries, commercial registry filings (Handelsregister), powers of attorney, NDAs, and KYC requests.
• Coordinate authentications and notarizations with Swiss public notary offices and cantonal authentication offices, including the apostille legalisation process.
• Maintain electronic file structures, contract archives, and document repositories, ensuring accurate record-keeping and rapid access, and facilitate official document execution, signatures, and legal filings.
• Serve as primary administrator for legal vendor onboarding, purchase order generation, invoice routing, and issue escalation in procurement systems (Coupa).
• Assist the General Counsel with day-to-day legal spend tracking, accruals reporting, and maintaining financial logs.
• Administer and maintain existing Legal Tech tools, supporting user access and basic maintenance.

• 5+ years of experience as an Executive Assistant, Legal Assistant, or Legal Operations Coordinator.
• Proven EA expertise with a strong track record in executive calendar management, complex travel planning, and administrative event coordination.
• Experience handling Swiss notary processes, Handelsregister filings, apostilles, and standard legal documentation.
• Hands-on experience with vendor administration, invoice management (e.g., Coupa), basic budget tracking, and accruals logging.
• Proficiency with Microsoft Office / Google Workspace, digital signature workflows, legal matter management/e-billing tools, contract lifecycle management, and AI/productivity tools.
• High degree of professionalism and absolute discretion when handling confidential legal and governance matters.
• Fluency in both English and German, essential for Swiss public authority and notary interactions.
• Proactive, highly organised, and pragmatic approach.
• Entrepreneurial-minded self-starter with exceptional organisational skills and attention to detail.
• Ability to work autonomously with a high degree of proactiveness, as part of a team, and to venture into unknown territory.
• Understanding of overarching company goals.

• Experience within an in-house corporate legal department or law firm.

• Environment designed to give people the tools to develop holistically
• Including opportunities to stay active, learn, explore, and innovate.
• Supportive, team-oriented atmosphere.
• Access to personal self-care for both physical and mental well-being.
• A place centred around growth and progress.