Legal Operations Specialist

Job description:

Start: Asap

End: 1 year with possible extension

Workload: 100% (42 hours per week)

Location: Basel

Requirements:

• Provide administrative support to senior leaders within the Legal Department.
• Manage calendars, coordinate meetings, and support preparation of agendas, minutes, and materials.
• Facilitate virtual meetings via MS Teams and Zoom.
• Handle internal and external correspondence and support document management.
• Monitor contract and document workflows and support contract execution processes.
• Coordinate electronic and wet-ink signatures and maintain document repositories and CLM systems.
• Assist with organizing training sessions, meetings, and engagement activities.
• Maintain distribution lists, Teams folders, SharePoint sites, and organizational documentation.
• Support onboarding activities for new team members in the Legal Department.
• Manage travel arrangements, expenses, mail, courier shipments, and administrative tasks.
• Draft and proofread business correspondence and support document preparation for reports and investigations.
• Contribute to documentation and improvement of Legal Operations processes.

Competences:

• Several years of experience in an administrative or coordination role.
• Experience within a legal department or law firm is an advantage.
• Strong organizational skills with the ability to prioritize tasks in a dynamic environment.
• Excellent communication skills and experience working with international teams.
• Proficiency with MS Office tools (Word, Excel, PowerPoint) and collaboration platforms such as Teams, Zoom, and SharePoint.
• Comfortable working with digital systems and learning new tools quickly.
• High level of discretion, attention to detail, and ability to manage confidential information.
• Fluent English and good German skills required.