Contracts Administrator / Legal Assistant

Stimulating. Motivating. Challenging.

The Kudelski Group is: a world leader in digital security. Its technologies are used in a wide range of services and applications requiring access control and rights management to secure the revenues of content owners and service providers for digital television. The Group also offers cyber security solutions and services focused on helping companies assess risks and vulnerabilities and protect their data and systems. And finally it is a technology leader in the area of access control and management of people or vehicles to sites and events.

Contracts Administrator / Legal Assistant

Location : Cheseaux, Switzerland

Mission

Provide administrative and project support to the Kudelski Group’s Legal Team worldwide. Coordinate approvals and signatures of contracts in Dynamics CRM, prepare documents for signature, manage legalizations, shipments, and filing. Responsible for the tracking and submission of the department’s invoices for payment. Support corporate governance activities and updates to department resources and policies, maintain legal files, and prepare expense reports.

Responsibilities

Contracts Administration (60%)

• Primary contact for the approvals and signatures of legal contracts for the Group. Monitor and facilitate the workflow in Outlook and Dynamics CRM and collaborate with legal and business stakeholders to collect contract information and ensure a timely follow-through in accordance with Group policies. Facilitate the e-signature process or paper signatures when necessary. Follow-up on countersignatures until complete documents are received, ensure the appropriate routing of final contracts, and prepare records for archiving.
• Work closely with the Paralegal Manager to ensure the completeness and accuracy of records. Manage the upkeep of paper files and archives.
• Provide miscellaneous support for contract-related activities, including the preparation of correspondence and other documents, procurement of legalizations, and implementation of updates to department resources and policies.

Legal Department Administration (40%)

• Prioritize, route, and follow up on incoming paper mail and emails to the Legal mailbox, ensuring that documents and requests are timely reported to the appropriate Legal team members.
• Responsible for the routing and tracking of legal invoices for payment. Monitor invoices pending review or payment in cooperation with Payables. Perform routine and ad hoc audits and reporting on legal expenses.
• Provide administrative support to the General Counsel, including with the preparation of expense reports and scheduling of department calls and events. Maintain legal files.
• Assist with the preparation and filing of corporate documents with local authorities. Manage legalizations and shipments. Responsible for the maintenance of corporate records and the corporate entities matrix.
• Collaborate with the Paralegal team to update the Legal Department’s Intranet pages, internal process documentation and other resources as needed.

Requirements / Profile

• Prior legal support experience is highly desirable, particularly in the legal department of a multi-cultural business environment.
• Clear communicator, both in writing and orally.
• Task-oriented with excellent sense of prioritization, highly organized with the ability to manage and coordinate multiple tasks and projects, to work individually on multiple projects concurrently.
• Highly focused attention to detail.
• Self-motivated and results oriented.
• Complete discretion and ability to work with confidential information.
• Team player with the ability to interact with all levels of the organization in a highly professional manner.
• Professional demeanour, integrity, and passion for work. Must desire to learn and gain new experience in a dynamic team environment.
• Proficiency in Microsoft Office Suite and excellent knowledge of Microsoft Word, SharePoint, and Teams a must. Dynamix CRM and multiple e-signature platform experience a plus.
• Fluent French and strong English language skills are essential.

Reference : 14701

Publication Date : 06-05-2024