Senior Legal Executive Assistant & Operations Lead (Zurich)

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

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.