On AG
Senior Specialist - Legal Team Assistant
In short
On is looking for a business-oriented, pragmatic, and proactive Legal Operations Specialist/ Executive Assistant to join the On Legal Team in Zurich, Switzerland, reporting directly to the General Counsel & Company Secretary.You will be the operational backbone of the Legal Team, providing high-level support to the General Counsel and the Legal Team while driving efficiency across the entire department. The ideal candidate has a demonstrated ability to independently manage a diverse and complex workload, proactively anticipate issues, and will thrive in a rapidly growing company. You will enjoy developing processes, organizing information, and playing a key role in operational effectiveness of the in-house legal department, managing the team's administrative, financial, and corporate governance responsibilities.
Your Mission
- Provide full executive support to the General Counsel & Company Secretary, including calendar, travel, presentations, and scheduling.
- Support other Legal Team members with administrative tasks and document filings/housekeeping.
- Coordinate Legal Team projects and initiatives, ensuring progress tracking and documentation.
- Manage all vendor relationships, subscriptions, onboarding, invoice processing, and procurement escalations.
- Support legal budget management, including spend tracking, accruals, and reporting.
- Administer the team’s procurement and contract management system (e.g., Coupa).
- Lead and support Legal Tech tools (matter management, e-billing) and drive internal Legal Tech improvement projects.
- Optimize and maintain electronic files, records, and contract repositories for accessibility and organization.
- Manage onboarding logistics, tools, and documentation for new Legal Team members.
- Coordinate team meetings, agendas, offsites, workshops, and internal events.
- Handle internal stakeholder requests, triaging and directing matters; support global/local legal housekeeping (subsidiary tracking, registry filings, POAs, NDAs, KYC, legal cases).
- Coordinate authentications and notarizations (incl. apostilles), manage global physical/electronic mail, and stay current on legal operations best practices.
Your story
- 5+ years experience as an executive assistant or legal operations specialist in a fast-paced multinational company, ideally within a legal function.
- High level of professionalism and absolute discretion when handling confidential and sensitive corporate governance and legal information.
- Proven track record in managing administrative financial processes such as vendor relationships, invoicing, and budget tracking.
- Excellent skills and interest in enhanced technology, including proficiency with corporate governance platforms, e-billing/invoicing systems, and Microsoft Office/Google Workspace and AI.
- Ability to anticipate future needs and take initiative with a hands-on approach to develop strategic solutions.
- Exceptional organizational, administrative, and time-management skills with a meticulous attention to detail.
- Strong interpersonal skills for effective communication with stakeholders at all levels, from executive leadership to external vendors.
- Innovative mindset with a passion for trying new things and improving Legal Operations.
- Fluent in English and German.
- Eager to contribute to a visionary legal team that embraces flexibility and a dynamic, collaborative culture, ultimately redefining the conventional scope and perception of a legal team.
About the Team
Being part of the Legal Team at On means being an entrepreneurial-minded self-starter with exceptional organizational skills and attention to detail. We value team players who understand overarching company goals, are not afraid of venturing into unknown territory, and can work autonomously with a high degree of proactiveness. In this role, you will support the global Legal Team and be involved in a variety of administrative and operational matters on both a local and global scale.