Administrative Secretary

The Bank for International Settlements, BIS has an opportunity available for an Administrative Secretary to join our Legal Services team in Basel, Switzerland.

By joining our team, you will:

- Join our Legal Services department and support a diverse team of legal professionals
- Have daily exposure to a wide variety of tasks as a part of our international team based in Basel
- Benefit from a flexible, hybrid working environment

Purpose of the job:
To carry out in a timely and appropriate manner all secretarial duties in support of the Legal Service's lawyers in compliance with internal guidelines.

Principal accountabilities:
Clerical duties

Draws up texts, notes, lists, etc. and types internal and external correspondence in English and German and/or French for the Legal Service's lawyers from dictation or on the basis of submitted drafts. Distributes documents produced to BIS departments.

Proof-reading and preparation of legal documents

Proof-reads and formats execution copies of legal documents, processes such documents through internal approval and authorised signature processes, drafts and prepares standard letter and certifications based on approved legal templates and processes and manages the execution process, including correspondence with external counterparts.

Handling of mail

Administration of incoming requests

Filters and routes incoming requests for legal advice. Administers (upon indications from lawyers) the pending matters list of the legal Service.

Filing

Telephone/address lists

Makes, answers, filters and routes telephone calls (in English, French and German) for the line manager and other staff of the Legal Service. Provides administrative information in response to telephone enquiries. Keeps the business contact address list up to date in cooperation with other secretaries of the legal service.

Arrangement of official travel

Prepares and organises official travel for the Legal Service's legal experts Prepares claims for travel expenses.

Preparation of seminars and meetings

Puts together dossiers and other documentation for meetings, wnecessary in cooperation with the Documentalists and assigned lawyers. Books meeting and/or conference rooms and organises business lunches and dinners inside and outside the Bank.

IT

Miscellaneous

Replaces administrative colleagues during vacations and other absences. Processing of purchase requisitions, orders and invoices related to the acquisition of goods and services by the Legal Service as well as other expenses. Carries out other tasks, such as participating in departmental and/or Bank-wide projects if and when required.

Qualifications, skills and experience:

- Demonstrated secretarial and administrative experience, preferably in an international environment
- Sound knowledge of MS Office
- Ability to type under dictation in English and German and/or in French would be an advantage
- Excellent language skills in English, German and/or French, would be an advantage)
- Organisational skills, ability to prioritise
- Excellent written and oral communication skills
- Ability to work accurately and to cope with pressure and competing priorities
- Flexibility with regard to type of work and working hours

**Who we are**:
What the BIS offers:
We want your time at BIS to be a rewarding and career-enriching experience. We offer an agile and flexible working environment with hybrid working opportunities including home office and working from abroad days. To support our international applicants, we offer relocation support that extends to your dependent family members. In addition, thanks to our ongoing commitment to diversity and inclusion, we offer a competitive compensation and benefits package, including support for working families including childcare and education allowances (wapplicable). Finally, we offer a genuinely unique international working environment, which will give you exposure to the global financial system and the opportunity to collaborate with passionate experts from all over the world.