Operations coordinator • basel
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Legal Operations Specialist vacancy for our Basel based client in the Manufacturing sector.
Your tasks:
• 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.
Your experience/knowledge:
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.
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
Location: Basel, Switzerland
Work setting: Hybrid
Sector: Manufacturing
Start: 01/07/2026
Duration: 12+ months
Workload: 100%
Ref.Nr.: BH 24344
Take the next step and send us your resume along with a daytime phone number where we can reach you.
Due to Swiss work permit restrictions, we can only consider applications from Swiss nationals, EU citizens, and current work-permit holders for Switzerland.
We welcome applications from individuals of all genders, age groups, sexual orientations, personal expressions, ethnic backgrounds, and religious beliefs. Therefore, there is no requirement to provide gender information or a photo in your application.
As per client requirements, we need information about your marital status, nationality, date of birth, and a valid Swiss work permit. For applicants with disabilities, we are happy to explore potential solutions with our end client.
This job advertisement was prepared with the assistance of AI technology and has undergone human review and approval.
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