Executive Assistant

Description du poste

* Administration - Various * Basel-Stadt * Contracting * Vollzeit * ASAP - 12 months * ADMINISTRATIVE **Main tasks:** * Provide overall administrative support to senior Legal leaders. * Manage calendars in MS Outlook and coordinate recurring meetings. * Prepare agendas, minutes, pre-reads and materials for team meetings. * Facilitate virtual meetings (Zoom, MS Teams). * Handle internal and external correspondence. * Manage documents, deadlines, travel and expenses. * Provide general administrative support to Legal teams. * Monitor contract/document workflows and ensure timely progression. * Support execution of contracts in line with internal policies. * Coordinate signatures via electronic signature tools or wet ink. * File documents electronically in the company-s repositories and CLM systems. * Manage physical archiving and support notarial/legalization tasks. * Assist in organizing and facilitating meetings and training sessions. * Support preparation of engagement materials, newsletters, surveys and other activities. * Maintain email distribution lists. * Support onboarding of Legal new joiners. * Act as point of contact for facility and IT-related queries. * Manage mail, courier shipments, meetings, events, travel and visas. * Draft and proofread business correspondence. * Locate/scan documents for reports, investigations, discovery, KYC, etc. * Document administrative processes and support process improvements. * Maintain Teams folders, SharePoint sites, org charts and related metadata. * Coordinate training sessions, including preparation, attendance tracking, and follow-up surveys. * Provide broad administrative support across Legal Operations processes. **What you need to bring:** * Several years- experience in an administrative role; legal department or law firm experience is a plus. * Proven ability to work in local and international teams. * Experience in a multicultural environment. * Strong communication skills with internal and external stakeholders. * Proficiency in MS Office (Excel, PowerPoint, Word), Teams, Zoom and SharePoint. * Strong organizational and time-management skills; ability to prioritize urgent tasks. * Enthusiastic, dynamic, ethical and positive approach. * High discretion and confidentiality. * Attention to detail, proactive mindset, ownership of tasks. * Service-oriented attitude. * Bachelor-s degree in business administration or related field (or equivalent). * Tech-savvy; comfortable learning new tools and digital processes. * Proficient in MS Office, SharePoint and virtual meeting tools (Zoom, Teams). * Experience with virtual facilitation tools (breakout rooms, Q&A, Menti) or willingness to learn. * Knowledge of contract-filing tools or legal systems is a plus. * Fluent in English; good German skills. Additional languages welcome. * Understanding of administrative, legal or corporate processes is an advantage.