Executive Assistant to Chief Legal Officer

Proclinical; Basel; Hybrid; CHF 80’000 - 100’000; Vollzeit

Zusammenfassung

A leading Contract Manufacturing Organisation is seeking an Executive Assistant to support the Chief Legal Officer in Basel. This on-site role requires an organized and discreet professional with strong abilities in managing complex schedules and communications. Fluency in English and German is essential. You will be involved in providing executive support, organizing travel, and preparing reports, with potential for remote work up to two days a week.

Leistungen

Possibility of home office up to two days a week

Qualifikationen

• Must have the right to work in Switzerland or hold an EU passport.
• Experience working in large global organizations is preferred.
• Fluency in English and German is required.

Aufgaben

• Manage and prioritize calls, emails, and correspondence for the CLO.
• Organize complex travel arrangements for the CLO.
• Plan and coordinate meetings and events for the CLO.
• Prepare reports and presentations to support CLO activities.
• Anticipate needs and address challenges proactively.

Kenntnisse

Highly organized

Discreet and professional

Resilient under pressure

Proficient in Microsoft Office Suite

Excellent communication skills

Ausbildung

A-level / high school diploma

Commercial apprenticeship

Further education as an Executive Assistant

Tools

Microsoft Office Suite

ARIBA

Concur

Jobbeschreibung

Join a dynamic team at a leading Contract Manufacturing Organisation (CMO) and contribute to groundbreaking projects and cutting-edge solutions.

Proclinical is seeking an Executive Assistant to support the Chief Legal Officer (CLO) in Basel, Switzerland. In this role, you will provide high-level administrative and organizational support, ensuring smooth operations and effective communication on behalf of the CLO. This position requires a proactive, detail-oriented professional with excellent organizational skills and the ability to handle sensitive matters with discretion.

Please note that to be considered for this role you must have the right to work in this location or hold an EU passport.

Responsibilities :

Executive Support & Communication :

• Manage and prioritize calls, visitors, emails, and correspondence for the CLO with professionalism and confidentiality.
• Handle sensitive matters with integrity and diplomacy.
• Act as a liaison between the CLO and internal / external stakeholders, ensuring clear communication and timely follow-ups.
• Provide support for Board and Executive Committee matters, including agendas, minutes, and board tools.

Calendar, Travel & Expense Management :

• Maintain and coordinate the CLO's calendar, resolving scheduling conflicts and optimizing time management.
• Organize complex local and international travel, including visa arrangements and itinerary planning.
• Track and process expenses and invoices accurately and efficiently.

Meeting & Event Coordination :

• Plan and organize meetings, workshops, and events, including Board of Directors and Executive Committee meetings, in collaboration with other assistants.
• Manage logistics, prepare materials, and coordinate participants to ensure seamless execution.

Administrative & Reporting Support :

• Prepare reports, PowerPoint presentations, and Excel files to support CLO activities.
• Ensure timely submission of inputs for monthly Board of Directors calls.
• Maintain organized files, records, and documentation for efficient operations.

Agility & Problem-Solving :

• Anticipate needs and proactively address challenges to enhance the CLO's effectiveness.
• Exercise independent judgment to manage priorities and adapt to unexpected changes.
• Continuously seek opportunities to improve administrative processes.

Key Skills and Requirements :

• Highly organized and detail-oriented, with the ability to manage multiple priorities effectively.
• Discreet and professional, capable of handling confidential matters with integrity.
• Resilient and composed under pressure, always ensuring smooth operations.
• Experience working in large global organizations.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Teams) and tools like ARIBA and Concur.
• Strong collaboration skills, with the ability to work effectively with senior executives and cross-functional teams.
• Proven ability to build trusted relationships with internal and external contacts.
• Proactive and adaptable, with a can-do attitude and the ability to respond to shifting priorities.
• Excellent communication skills, with a professional presence in interactions.
• Fluency in English and German is required.

Education :

• Required : A-level / high school diploma or commercial apprenticeship.
• Preferred : Further education as an Executive Assistant is advantageous.

Additional Information :

• On-site role in Basel, with the possibility of up to two days of home office per week (subject to pre-approval).