Paralegal / Administrative Assistant

About Invenda

Invenda Group AG is an international technology company transforming automated retail through intelligent software and hardware solutions. With teams across Switzerland, US, Germany, Serbia, and Hong Kong, we are growing fast and continuously improving our internal operations. To strengthen our legal and administrative support functions, we are looking for a motivated and detail-oriented Paralegal / Administrative Assistant to join us on a part-time basis.

Ambitious, organized students and career starters welcome!

This role is ideal for organized and reliable individuals - including students in the final stage of their studies - who want to gain experience in a dynamic international company. No prior legal experience is required, as the position focuses on coordinating and administering legal and business processes, not on providing legal advice. This position is also well-suited for motivated individuals at the final stage of their legal studies or those looking to gain practical experience in a corporate environment.

Your Responsibilities

In this hybrid role combining legal and administrative support, you will:

• Supporting the preparation and coordination of legal or business documents by working with existing templates (e.g., filling in company details, preparing files for review and signature) or creating new templates on your own (including using common sense and AI like ChatGPT etc).
• Uploading and organizing documents using digital platforms (e.g., DocuSign, SharePoint, or similar tools)
• Keeping our legal and administrative document archive organized and up to date
• Coordinate signatures and approvals, including uploading and managing documents in DocuSign or similar platforms
• Performing internal reviews of legal documentation to identify missing or outdated materials (e.g., registrations, contracts)
• Tracking deadlines, document statuses, and ensuring files are properly stored
• Coordinating communication with external legal advisors and partners (in Switzerland and abroad)
• Handling incoming physical mail: scanning, sorting, uploading, and forwarding
• Supporting simple administrative processes (e.g., assisting with contract archives, printing/signing support, preparing mailings)
• Assist with basic administrative tasks, including document formatting, data entry, or coordination with notaries and public authorities
• Ensuring confidentiality and proper handling of all documents and sensitive data
• Serve as a point of contact for external legal firms, helping to streamline communication and workflow
  

Your Profile

• Strong organizational and administrative skills
• Legal background is a bold plus (e.g., current student in Law, recent graduate, or paralegal training)
• Detail-oriented and structured in managing tasks
• High proficiency in English (written and spoken) is mandatory, as English is our internal working language
• Comfortable with basic office software (Word, Excel, PowerPoint) and digital platforms (SharePoint, DocuSign, etc.)
• Responsible, proactive, and trustworthy
• Available to work at least 50% (flexibly across the week - to be discussed)
• Willingness to work from our Alpnach (6055, OW) office at least 1 day per week for handling physical documents (preferred)

What We Offer

• A flexible, learning-oriented role in a growing international company
• Hands-on experience with real legal and business processes
• Direct collaboration with management and external law firms
• Competitive compensation based on qualifications and workload
• Professionalism required - sense of humor appreciated.