Administrative Secretary
Office location: Basel
Department: Legal Service
Unit: Legal
Service: Employment – Duration: 3 years
Contract type: Fixed-term
FTE%: 100%
Application Deadline: 29/08/2023
Description
The Bank for International Settlements, BIS has an opportunity available for an Administrative Secretary to join our Legal Services team in Basel, Switzerland.
This role is based in Basel, Switzerland however, thanks to our status as an international organization, we can hire globally and welcome applications from candidates of all nationalities and located anywhere in the world. Relocation support is available for the successful candidate and their dependent family members.
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
Administers line manager’s incoming emails, files important emails. Prepares all outgoing postal and fax communications for dispatch and checks that they are properly sent and that copies are distributed to the departments concerned.
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
Administers the extensive multi-language archive containing all the Legal Service’s documentation as well as documents and correspondence related to current legal matters, ensuring that comprehensive records are kept and up-to-date. Administers the legal services files in record management and file management software applications, databases and platforms, inputs and retrieves documents in applications, databases and platforms and from hard paper files.
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, where necessary 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
Works with BIS standard software and special applications. Creates templates, individual forms and presentations. Provides expert level services with regard to record management and file management software applications, databases and platforms.
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:
The Bank for International Settlements is a diverse organization with colleagues from over 60 countries. By joining us in the international city of Basel, you will work in a unique, highly rewarding, and international work environment. We truly value diversity and inclusion and want to reflect the world we serve. We want the best people to work for us in an inclusive environment so welcome applications from all qualified candidates. At the BIS, we value equality and diversity in all its forms and one way we support diversity and inclusion is through our staff-run networks. You can discover more about diversity at the BIS here.
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 (where applicable). 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.
We strive to ensure that individuals are provided reasonable accommodation to participate in the application or interview process, and to perform essential job functions. Should you wish to request accommodation, support in completing this application or participating in the application process, then please reach out to the recruitment team at staffing@bis.org.
Please create a user account to start the application process by entering your details. By logging in, current applicants can edit their application until the closing date or apply for a new position.
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