Executive Assistant

For our client from the chemical industry, we are looking for an Executive Assistant

Start date: Asap

Duration: 12 month

Location: Basel

Main task

• Provide overall administrative support to senior Legal leader
• Manage calendars in MS Outlook and coordinate recurring meeting
• Prepare agendas, minutes, pre-reads and materials for team meeting
• 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