Legal Operations Specialist

About the job

Legal Operations Specialist

Purpose

* Provide administrative support to senior leaders in the Legal Department.

* As part of the Legal Services team, support day-to-day back-office activities to ensure smooth collaboration with internal clients.

* Contribute to the improvement, implementation, documentation, and execution of Legal Operations processes.

* Support Engagement, Learning and Communications activities.

* Build strong relationships across Legal and related functions, aligned with Legal Operations objectives values.

Accountabilities

Executive Administrative Support

* Provide overall administrative support to senior Legal leaders

* Manage calendars in MS Outlook and coordinate recurring meetings

* Prepare agendas, minutes, pre-reads and materials for team meetings

* Facilitate virtual meetings (Zoom, MS Teams)

* Handle internal and external correspondence

* Manage documents, deadlines, travel and expenses

* Provide general administrative support to Legal teams

Contract & Document Management

* Monitor contract/document workflows and ensure timely progression

* Support execution of contracts in line with internal policies

* Coordinate signatures via electronic signature tools or wet ink

* File documents electronically in the company's repositories and CLM systems

* Manage physical archiving and support notarial/legalization tasks

Engagement, Learning & Communications Support

* Assist in organizing and facilitating meetings and training sessions

* Support preparation of engagement materials, newsletters, surveys and other activities

Administrative Support

* Maintain email distribution lists

* Support onboarding of Legal new joiners

* Act as point of contact for facility and IT-related queries

* Manage mail, courier shipments, meetings, events, travel and visas

* Draft and proofread business correspondence

* Locate/scan documents for reports, investigations, discovery, KYC, etc.

* Document administrative processes and support process improvements

* Maintain Teams folders, SharePoint sites, org charts and related metadata

* Coordinate training sessions, including preparation, attendance tracking, and follow-up surveys

* Provide broad administrative support across Legal Operations processes

Experience Required

* Several years' experience in an administrative role; legal department or law firm experience is a plus

* Proven ability to work in local and international teams

* Experience in a multicultural environment

* Strong communication skills with internal and external stakeholders

* Proficiency in MS Office (Excel, PowerPoint, Word), Teams, Zoom and SharePoint

* Strong organizational and time-management skills; ability to prioritize urgent tasks

* Enthusiastic, dynamic, ethical and positive approach

* High discretion and confidentiality

* Attention to detail, proactive mindset, ownership of tasks

* Service-oriented attitude

Education & Key Knowledge

* Bachelor's degree in business administration or related field (or equivalent)

* Tech-savvy; comfortable learning new tools and digital processes

* Proficient in MS Office, SharePoint and virtual meeting tools (Zoom, Teams)

* Experience with virtual facilitation tools (breakout rooms, Q&A, Menti) or willingness to learn

* Knowledge of contract-filing tools or legal systems is a plus

* Fluent in English; good German skills. Additional languages welcome

* Understanding of administrative, legal or corporate processes is an advantage

Don't miss this great opportunitiy and apply today!