Legal Executive Assistant

About the role

On is looking for a proactive, highly organized and pragmatic Legal Executive Assistant to join the Legal Team in Zurich, Switzerland, reporting directly to the General Counsel & Company Secretary. The role is the administrative backbone of the Legal Team, delivering executive support to the General Counsel and legal leadership while managing key administrative operations, vendor and budget administration, and daily department operations in a fast-paced global company.

Key responsibilities

• Executive support: calendar management, travel coordination, expense reporting, presentation preparation, and coordination of team meetings, offsites and internal events
• New Legal Team member onboarding: logistics, access provisioning and onboarding documentation
• Inbox management: triage and direction of local and global incoming mail and requests
• Legal housekeeping: subsidiary tracking tools, legal case registries, Handelsregister filings, powers of attorney, NDAs and KYC requests
• Notary work: coordinate authentications and notarizations with Swiss public notary offices and cantonal authentication offices, including apostille legalization
• Document management: electronic file structures, contract archives and document repositories, and support for document execution, signatures and filings
• Mail and courier services
• Vendor and invoice processing: legal vendor onboarding, purchase orders, invoice routing and escalation in procurement systems (Coupa)
• Budget tracking: legal spend tracking, accruals reporting and financial logs
• Legal tech administration: maintain user access and basic maintenance of legal tech tools

Required profile

• 5+ years of experience as an Executive Assistant, Legal Assistant or Legal Operations Coordinator, ideally in an in-house corporate legal department or law firm
• Swiss legal administration: experience with Swiss notary processes, Handelsregister filings, apostilles and standard legal documentation
• Financial administration: vendor administration, invoice management (e.g. Coupa), budget tracking and accruals logging
• Fluency in both English and German, essential for Swiss public authority and notary interactions
• High degree of professionalism and discretion with confidential legal and governance matters

Required skills

• Microsoft Office / Google Workspace
• Digital signature workflows, legal matter management and e-billing tools
• Contract lifecycle management and productivity/AI tools