Executive assistant 100%

Executive Assistant
m/w/d, Basel-Stadt
Job Profil (6AR1Y7) Administration - Various
Basel-Stadt
Contracting
Vollzeit
ASAP - 12 months
ADMINISTRATIVE
For our client from the chemical industry, we are looking for an 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.
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Job Profil (6AR1Y7) Administration - Various
Basel-Stadt
Contracting
Vollzeit
ASAP - 12 months
ADMINISTRATIVE
Klingt interessant?
Einfach "Jetzt bewerben" klicken, dann melde ich mich.

Alessia Biassoli
Business Manager Life Sciences
+41 41 632 43 59
alessia.biassoli@coopers.ch