Legal Executive Assistant Zürich, ZH, CH Flexible Location

ON.com LLC; Zürich; Hybrid; CHF 90,000 - 130,000; Full time

Job summary

On Zurich seeks a proactive Legal Executive Assistant to back the General Counsel and legal leadership. You will handle calendars, travel, expenses, onboarding, and document workflows across local and global teams, enabling efficient daily operations.

You will also manage legal housekeeping, notary coordination, filings, vendor onboarding, and basic budget tracking using standard tools. Fluency in English and German is required.

Qualifications

• 5+ years of experience as an Executive/Legal Assistant or Legal Operations Coordinator.
• Proven EA skills: calendar management, travel planning, event coordination.
• Swiss legal administration experience incl. notary processes and registries.
• Strong financial administration: vendor/invoice handling and basic budgeting.

Responsibilities

• Provide executive support to General Counsel & Company Secretary, manage calendars, travel, expenses, and presentations.
• Coordinate meetings, agendas, offsites, events, onboarding, and mail handling locally and globally.
• Manage vendor onboarding, invoice routing, budget tracking, and legal tech administration.

Skills

Executive calendar management

Complex travel planning

Administrative event coordination

Vendor & invoice administration

Budget tracking

Digital signature workflows

AI productivity tools

Tools

Microsoft Office

Google Workspace

Contract lifecycle management

e-billing tools

Legal matter management

AI productivity tools

Job description

## Legal Executive AssistantZurichApply NowUse AI to find out how well you match with this jobJob ID: JR26111413Date posted: 11/02/2026Function: LegalIn ShortOn 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 TeamBeing 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 MissionExecutive 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 OfferOn 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.