Senior Specialist

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.

What We Offer
On is a place that is centered around growth and progress. We offer an environment designed to give people the tools to develop holistically – to stay active, to learn, explore and innovate. Our distinctive approach combines a supportive, team-oriented atmosphere, with access to personal self-care for both physical and mental well-being, so each person is led by purpose.

On is an Equal Opportunity Employer. We are committed to creating a work environment that is fair and inclusive, where all decisions related to recruitment, advancement, and retention are free of discrimination.