EMEA Legal Department Administrative Assistant

Versigent; Kraków; Hybrid; PLN 55,000 - 85,000; Full time

Benefits offered by this job

Office-based with 1 day remote perweek

Job summary

Versigent seeks an EMEA Legal Department Administrator in Kraków to provide administrative, organizational, and operational support to the corporate legal team. You will manage legal documents, coordinate contracts and compliance records, and serve as a liaison between the legal department and internal business units.

The role requires high organization, attention to detail, and discretion. You will support document management, reporting, and governance activities, while coordinating with Sales,

Qualifications

• Associate's or Bachelor's degree in Business Administration, Legal Studies, Paralegal Studies, or related field preferred.
• Experience supporting a legal or compliance team is highly desirable.
• Proven ability to handle confidential information and manage competing priorities.

Responsibilities

• Draft, review, and customize standard commercial agreements including NDAs, Quotes, LOIs, and Terms and Conditions.
• Proofread, distribute legal documents and correspondence, and support the contract review process.
• Maintain contract databases and document management systems; track expirations and milestones.
• Prepare governance materials, meeting agendas, minutes, and resolutions.
• Coordinate with internal stakeholders and outside counsel; support audits and due diligence.

Skills

German language

English language

MS Office

Attention to detail

Communication

Education

Bachelor's degree in Business Administration, Legal Studies, Paralegal Studies

Tools

Contract management systems

Document management platforms

Legal tech tools

Job description

Position Summary

The EMEA Legal Department Administrator provides administrative, organizational, and operational support to the corporate legal team in EMEA. This role is responsible for managing legal documents, coordinating contracts and compliance records, maintaining confidential information, supporting legal projects, and serving as a liaison between the legal department and internal business units. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining strict confidentiality.

Key Responsibilities

Legal Document Management

• Draft, review, and customize a broad range of standard commercial agreements, including but not limited to NDAs, Quotes, LOI’s, Purchasing Agreements, and Terms and Conditions.


• Proofread, and distribute legal documents and correspondence.


• Provide direction and support to Sales Teams to address day to day business issues and drive discipline into the contract review process.


• Maintain contract databases and document management systems as well as other tools used in the EMEA legal department.


• Track contract expiration dates, renewals, and key milestones.


• Ensure legal records are properly filed and retained in accordance with company policies.


• Assist with document collection and management for audits, litigation, investigations, and due diligence activities.

Records and Reporting

• Maintain accurate legal databases and reporting tools.


• Generate reports related to contracts, litigation, compliance activities, and department metrics.


• Monitor department budgets and assist with invoice tracking and accrual reporting.

Compliance and Corporate Governance Support

• Maintain corporate records, board materials, and governance documentation.


• Assist with preparation and distribution of meeting agendas, minutes, and resolutions.


• Support compliance initiatives and reporting requirements.


• Monitor and track legal department deadlines, filings, and regulatory requirements.

Coordination and Communication

• Serve as a point of contact between the legal department and internal stakeholders.


• Coordinate with outside counsel, vendors, and service providers.


• Respond to routine inquiries and direct requests to appropriate legal personnel.


• Support cross-functional projects involving legal, compliance, HR, procurement, finance, and other departments.

Administrative Support

• Provide administrative support to EMEA General Counsel, attorneys, and legal team members.


• Manage calendars, schedule meetings, and coordinate travel arrangements as needed.


• Prepare correspondence, presentations, reports, and meeting materials.


• Organize departmental files and maintain electronic and physical filing systems.


• Process invoices, expense reports, and legal department vendor payments.

Qualifications

• Associate's degree or Bachelor's degree in Business Administration, Legal Studies, Paralegal Studies, or related field preferred.


• Nice to have (preferred qualifications): Pre-law or law degree.


• Equivalent combination of education and experience may be considered.

Experience

• 3+ years of administrative experience, preferably supporting a legal department, law firm, compliance department, or executive office.


• Experience managing confidential and sensitive information.


• Robust skills in Microsoft Office software, including Word, Powerpoint and Excel; Familiarity with contract management systems, document management platforms and other legal tech tools preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.


• Excellent written and verbal communication skills in German and English.


• High level of discretion and professionalism.


• Exceptional attention to detail and accuracy.


• Ability to prioritize multiple tasks and meet deadlines.


• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).


• Experience with legal document management, e-billing, or contract lifecycle management systems is a plus.


• Strong problem-solving and customer-service orientation.

Key Competencies

• Confidentiality and Integrity


• Attention to Detail


• Organization and Planning


• Communication Skills


• Collaboration and Relationship Building


• Initiative and Accountability


• Adaptability and Flexibility


• Process Improvement Mindset

Working Conditions

• office-based (working from home 1d/week).


• May require occasional support outside normal business hours for urgent legal matters, board meetings, or corporate transactions.

Privacy Notice - Active Candidates: https://www.versigent.com/privacy-statement

Versigent is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, gender identity, sexual orientation, disability status, protected veteran status or any other characteristic protected by law.