Legal Executive Assistant

On; Zürich; On-site; CHF 90,000 - 130,000; Full time

Job summary

On in Zurich seeks a proactive, highly organized Legal Executive Assistant to join the Legal Team, reporting to the General Counsel & Company Secretary. You will be the administrative backbone, delivering seamless executive support to legal leadership in a fast-paced global company.

You will handle calendar management, travel coordination, expense reporting, onboarding logistics, mail management, and legal housekeeping such as filings, notary coordination, and document management.

Qualifications

• 5+ years of experience as an Executive Assistant, Legal Assistant, or Legal Operations Coordinator.
• Proven EA expertise: calendar management, complex travel planning, and administrative event coordination.
• Swiss Legal Administration: experience handling Swiss notary processes, Handelsregister filings, apostilles, and standard legal documentation.
• Financial Administration: vendor administration, invoice management (Coupa), basic budget tracking, and accruals logging.
• Tech Literacy: MS Office / Google Workspace, digital signature workflows, legal matter management/e-billing tools, contract lifecycle management, and AI/productivity tools.
• Discretion: high degree of professionalism and absolute discretion with confidential matters.
• Languages: fluency in English and German.

Responsibilities

• Provide comprehensive executive support to the General Counsel & Company Secretary and key legal team members, including calendar management, travel coordination, expense reporting, and presentation preparation.
• Coordinate team meetings, agendas, department offsites, and internal events.
• Support onboarding of new Legal Team members by managing logistics, access provisioning, and onboarding documentation.
• Manage physical and electronic mail received locally and globally, triaging and directing incoming requests appropriately.
• Handle routine legal housekeeping processes (e.g., subsidiary tracking tools, legal case registries, Handelsregister filings, powers of attorney, NDAs, and KYC requests).
• Coordinate authentications and notarizations with Swiss public notary offices and cantonal authentication offices (e.g., apostille legalization process).
• Maintain electronic file structures, contract archives, and document repositories, ensuring accurate record-keeping and rapid access.
• Facilitate official document execution, signatures, and legal filings.
• Vendor & Invoice Processing: primary administrator for legal vendor onboarding, PO generation, invoice routing, and issue escalation in Coupa.
• Budget Tracking: assist with day-to-day legal spend tracking, accruals reporting, and maintaining financial logs.
• Legal Tech Administration: administer and maintain existing Legal Tech tools supporting user access and basic maintenance.

Job description

In Short

On is looking for a proactive, highly organized, and pragmatic Legal Executive Assistant to join the On Legal Team in Zurich, Switzerland, reporting directly to the General Counsel & Company Secretary.

In this role, you will be the administrative backbone of the Legal Team. You will deliver seamless executive support to the General Counsel and legal leadership while managing key administrative operations across the department. The ideal candidate thrives on high-touch administrative workflows, vendor/budget administration, and maintaining smooth daily department operations in a fast-paced global company.

Your Team

Being part of the Legal Team at On means being an entrepreneurial-minded self-starter with exceptional organizational skills and attention to detail. We value team players who understand overarching company goals, are not afraid of venturing into unknown territory, and can work autonomously with a high degree of proactiveness. In this role, you will support the global Legal Team and handle a diverse mix of executive administration, legal housekeeping, and department operations on both a local and global scale.

Your Mission

Executive Support & Team Administration

• Provide comprehensive executive support to the General Counsel & Company Secretary and key legal team members, including calendar management, travel coordination, expense reporting, and presentation preparation.
• Coordinate team meetings, agendas, department offsites, and internal events.
• Support the onboarding of new Legal Team members by managing logistics, access provisioning, and onboarding documentation.
• Manage physical and electronic mail received locally and globally, triaging and directing incoming requests appropriately.

Legal Housekeeping, Compliance & Documentation

• Handle routine legal housekeeping processes (e.g., subsidiary tracking tools, legal case registries, commercial registry filings (Handelsregister), powers of attorney, NDAs, and KYC requests).
• Coordinate authentications and notarizations with Swiss public notary offices and cantonal authentication offices (e.g., apostille legalization process).
• Maintain electronic file structures, contract archives, and document repositories, ensuring accurate record-keeping and rapid access.
• Facilitate official document execution, signatures, and legal filings.
• Support with incoming and outgoing mail and courier services.

Operational Administration & Financial Support

• Vendor & Invoice Processing: Serve as primary administrator for legal vendor onboarding, purchase order generation, invoice routing, and issue escalation in procurement systems (Coupa).
• Budget Tracking: Assist the General Counsel with day-to-day legal spend tracking, accruals reporting, and maintaining financial logs.
• Legal Tech Administration: Administer and maintain existing Legal Tech tools supporting user access and basic maintenance.

Your Story

• 5+ years of experience as an Executive Assistant, Legal Assistant, or Legal Operations Coordinator, ideally within an in-house corporate legal department or law firm.
• Proven EA expertise: Strong track record in executive calendar management, complex travel planning, and administrative event coordination.
• Swiss Legal Administration: Experience handling Swiss notary processes, Handelsregister filings, apostilles, and standard legal documentation.
• Financial Administration: Hands-on experience with vendor administration, invoice management (e.g., Coupa), basic budget tracking, and accruals logging.
• Tech Literacy: Proficiency with Microsoft Office / Google Workspace, digital signature workflows, legal matter management/e-billing tools, contract lifecycle management, and AI/productivity tools.
• Discretion: High degree of professionalism and absolute discretion when handling confidential legal and governance matters.
• Languages: Fluency in both English and German is required (essential for Swiss public authority and notary interactions).

Meet The Team

Being part of the Legal Team at On means being an entrepreneurial minded self-starter, with exceptional organizational skills, who likes teamwork and is not afraid of venturing into unknown territory and working autonomously with a high degree of proactiveness.

What We Offer

On is a place that is centered around growth and progress. We offer an environment designed to give people the tools to develop holistically - to stay active, to learn, explore and innovate. Our distinctive approach combines a supportive, team-oriented atmosphere, with access to personal self-care for both physical and mental well-being, so each person is led by purpose.

On is an Equal Opportunity Employer. We are committed to creating a work environment that is fair and inclusive, where all decisions related to recruitment, advancement, and retention are free of discrimination.