Executive Assistant/Facility Manager In this dynamic position, you will serve as the executive assistant to our Group General Counsel and be a central anchor for our Swiss-based operations, handling everything from contract management and time‑attendance system administration to facility operations and corporate calendar coordination. Additionally, you will play a key role in supporting our sustainability and ESG‑related administration.
Legal Administration
Conduct basic contract reviews and file documents into the contractual database.
Maintain and update official company records and legal files.
Communicate with outside counsel, notaries, and embassies to process contracts and notarizations.
File legal documents, court papers, and official correspondence.
Coordinate the signature process for Swiss-based legal entities and ensure timely and compliant procedure.
HR Administration & Time Systems
Act as the main administrator, trainer, and support contact for the Time & Attendance tool.
Create employee profiles and assist HR with onboarding and offboarding.
Resolve worker inquiries regarding sick leave, holidays, and attendance corrections.
Office & Facility Management
Handle incoming mail, goods receipts, and meeting room schedules.
Manage office invoices and create purchase requisitions (PR).
Manage relationships with office service providers and external vendors.
Coordinate repairs with building management and maintain office equipment.
Track office keys/badges and collaborate with the Site to implement security regulations.
Oversee office renovations, track resource consumption, and identify cost‑saving opportunities.
Main point contact for any office related topic (supplies orders, locker set‑up, business cards orders, DHL shipments).
Executive Support
Prepare and process corporate visa applications.
Execute ad‑hoc projects and strategic administrative tasks as needed.
Book travel arrangements, manage expense reports, keep the overview on calendar and schedules.
Owner of the corporate calendar: set dates, manage invites, handle supporting documentation for board meetings and other executive and stakeholder meetings.
Coordinate cross‑functional projects involving multiple stakeholders.
Act as a trusted point of contact between leadership, internal teams and external partners.
Sustainability
Coordinate admin related assessments, Sustainability report preparation and governance meetings.
Skills and Experience
Bachelor’s degree or legal administrative training
Minimum 5-7 years of experience in an international environment, supporting senior executives and/or legal leadership teams
Strong interpersonal skills
SAP knowledge will be beneficial
High proficiency in MS Office
Project management capabilities
High aptitude with digital tools
Fluent English is required, German and/or French are an advantage
Must have an open and flexible approach
Excellent stakeholder management skills with the ability to build strong relationships across all levels of the organization
Ability to handle confidential and sensitive information with discretion
Approachable and collaborative mindset
Resilient and adaptable in a fast‑paced environment
Ability to manage multiple priorities and perform effectively under pressure
This position is located in our office in Pratteln and will report into our Group General Counsel.
#J-18808-Ljbffr
Legal Administration
Conduct basic contract reviews and file documents into the contractual database.
Maintain and update official company records and legal files.
Communicate with outside counsel, notaries, and embassies to process contracts and notarizations.
File legal documents, court papers, and official correspondence.
Coordinate the signature process for Swiss-based legal entities and ensure timely and compliant procedure.
HR Administration & Time Systems
Act as the main administrator, trainer, and support contact for the Time & Attendance tool.
Create employee profiles and assist HR with onboarding and offboarding.
Resolve worker inquiries regarding sick leave, holidays, and attendance corrections.
Office & Facility Management
Handle incoming mail, goods receipts, and meeting room schedules.
Manage office invoices and create purchase requisitions (PR).
Manage relationships with office service providers and external vendors.
Coordinate repairs with building management and maintain office equipment.
Track office keys/badges and collaborate with the Site to implement security regulations.
Oversee office renovations, track resource consumption, and identify cost‑saving opportunities.
Main point contact for any office related topic (supplies orders, locker set‑up, business cards orders, DHL shipments).
Executive Support
Prepare and process corporate visa applications.
Execute ad‑hoc projects and strategic administrative tasks as needed.
Book travel arrangements, manage expense reports, keep the overview on calendar and schedules.
Owner of the corporate calendar: set dates, manage invites, handle supporting documentation for board meetings and other executive and stakeholder meetings.
Coordinate cross‑functional projects involving multiple stakeholders.
Act as a trusted point of contact between leadership, internal teams and external partners.
Sustainability
Coordinate admin related assessments, Sustainability report preparation and governance meetings.
Skills and Experience
Bachelor’s degree or legal administrative training
Minimum 5-7 years of experience in an international environment, supporting senior executives and/or legal leadership teams
Strong interpersonal skills
SAP knowledge will be beneficial
High proficiency in MS Office
Project management capabilities
High aptitude with digital tools
Fluent English is required, German and/or French are an advantage
Must have an open and flexible approach
Excellent stakeholder management skills with the ability to build strong relationships across all levels of the organization
Ability to handle confidential and sensitive information with discretion
Approachable and collaborative mindset
Resilient and adaptable in a fast‑paced environment
Ability to manage multiple priorities and perform effectively under pressure
This position is located in our office in Pratteln and will report into our Group General Counsel.
#J-18808-Ljbffr
