Assistant to The Legal and Compliance Department

vor 2 Wochen

Genf, Genf, Schweiz International Baccalaureate Vollzeit

The incumbent assists the IB Legal & Compliance department (IBLC) with high quality administrative support, including budget control and contracts filing, and to proactively address the administrative daily requests of the department in a coherent and efficient manner.


  • This role requires to be in our Foundation office, based in Geneva, 34 days per week.
_In the capacity of Office Support Coordinator, the incumbent:

  • Organizes staff meetings, HR trainings and social events for the Foundation Office
  • Supports any ET member during their visits in the Geneva Office
  • Acts as a coordinator for HR issues (in cooperation with the HR department)
  • Keeps the Geneva Office calendar up to date
  • Oversees the Foundation Office insurance policies
  • Manages special projects as they arise

Key Accountabilities
Provide high quality administrative support to the IBLC team in an autonomous manner by dealing with:

  • the agenda of the Head of L&C (meeting invitations)
- the organization of legal meetings and retreats
- the assistance for official filings of governance and corporate documents
- the physical filing of trademarks documents
- the formatting of documents and contracts

to ensure smooth running of the Legal & Compliance department.

  • Process invoices of the IBLC in a timely and efficient way to have them paid without delay.
  • Hold a budget ensuring that IBLC remains within the numbers allocated during the fiscal year.
  • Process i-expenses and credit card expenditure for the IBLC to allow proper reimbursement for the lawyer concerned and to document all transactions made with their corporate credit card.
  • Manage the legal mailbox so that each new request is being attended by the appropriate lawyer.
  • Digitalization of all signed agreements in IBLC's online document management system (GCD) and SharePoint, ensuring that all IB contracts are safely stored and easily retrievable.
  • In collaboration with the facilities administrator, organize outings of the Geneva Foundation Office and help with logistics when the Executive Team/Board of Governors are meeting in the office.

Knowledge, Experience, Technical and Soft Skills

  • Secretarial/administrative/organizational skills, experience in organizing meetings & calendars
  • Skills in organizing and maintaining an electronic database for contracts and other legal documents
  • At least 35 years relevant experience
  • Experience in expenses processing and budget controlling
  • Fluency in English and French, Spanish an asset
  • Strong interpersonal and communication skills
  • Capacity to work as a member of a team, under time pressure and setting priorities
  • Experience of working in international or global organization
  • Ability to take minutes and respect confidentiality
  • Attention to detail

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