Executive Assistant

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.