Executive Assistant – Legal Operations (Basel)

About the role

We are seeking an Executive Assistant to provide comprehensive administrative support to a senior legal leader within a chemical industry client. The role involves managing calendars, coordinating meetings, handling correspondence, and supporting legal operations across local and international teams.

Key responsibilities

• Manage calendars in MS Outlook and coordinate recurring meetings.
• Prepare agendas, minutes, pre‑reads and materials for team meetings.
• Facilitate virtual meetings using Zoom and MS Teams.
• Handle internal and external correspondence and manage travel, expenses and visa arrangements.
• Monitor contract and document workflows, ensuring timely progression and execution.
• Coordinate signatures via electronic signature tools or wet ink and file documents in CLM systems and SharePoint.
• Maintain physical and electronic archiving, support notarial/legalization tasks, and manage mail and courier shipments.
• Support onboarding of new legal joiners and act as point of contact for facility and IT queries.
• Organise training sessions, track attendance and follow‑up surveys.
• Maintain Teams folders, SharePoint sites, org charts and related metadata.

Required profile

• Several years of experience in an administrative role; legal department or law‑firm experience is a plus.
• Proven ability to work in local and international, multicultural teams.
• Strong communication skills with internal and external stakeholders.
• Excellent organizational and time‑management abilities with high discretion and confidentiality.
• Bachelor’s degree in business administration or a related field (or equivalent).
• Fluent in English; good German skills; additional languages welcome.

Required skills

• Microsoft Outlook
• Microsoft Excel, PowerPoint, Word
• Microsoft Teams
• Zoom
• SharePoint
• Electronic signature tools
• Contract Lifecycle Management (CLM) systems
• Virtual facilitation tools (breakout rooms, Q&A, Menti)