Hybrid Senior Officer, Executive Office & Legal Affairs

at Global Antibiotic R&D Partnership (GARDP)

• Job title: Senior Officer, Executive Office & Legal Affairs
• Job type: Full Time
• Experience level: Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Geneva, Switzerland

About the role

• Executive Office & Legal Affairs Senior Officer providing top-level organizational support for legal and governance operations. Responsible for administrative tasks and facilitating executive functions within the office.

Responsibilities

• Provide direct administrative and logistical support to the Deputy Executive Director (DED) and the Executive Team under the guidance of the Senior Manager, Executive Office.
• Manage complex and dynamic calendars, ensuring efficient prioritization of meetings and commitments.
• Coordinate travel arrangements, including itineraries, visa processes, accommodation, and expense reporting.
• Facilitate cross-functional coordination to ensure effective information flow between the Executive Office, internal departments, and external stakeholders.
• Organize and oversee logistics for internal and external meetings, workshops, and events managed by the Executive Office.
• Assist the Executive Office Senior Manager in the preparation of high-quality documentation and presentation materials (PowerPoint, Excel trackers, reports, briefing notes, etc.) for governance and executive purposes.
• Prepare and support in the preparation and quality control of documentation, official documents, correspondence, and communication materials.
• Take accurate and concise minutes for key meetings, ensuring timely circulation and follow-up on action points.
• Maintain and update SharePoint, internal databases, and filing systems, ensuring data accuracy, accessibility, and confidentiality.
• Track progress of executive projects and assist in project management, ensuring timely delivery of outputs.
• Support the implementation of GARDP’s new contract management tool and be the person of reference for colleagues and service provider.
• Manage the archiving of contracts and other legal documents.
• Manage the Legal Affairs’ sharepoint.
• Provide administrative and logistical assistance, including organizing legal and governance meetings and support the preparation of documentation for internal and external legal stakeholders.

Requirements

• Degree in life science discipline, administration or paralegal studies.
• Minimum 6 years of progressive experience in administrative or coordination roles, preferably in an international or multicultural environment.
• At least 3 years of senior-level experience supporting top management or executive leadership (e.g., CEO, Deputy Executive Director, General Counsel, Board Secretariat).
• Proven experience in organizing high-level meetings and events, preparing governance documentation.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and SharePoint or similar platforms.
• Strong organizational and project management abilities, with capacity to manage multiple priorities under tight deadlines.
• Desirable: Experience supporting board or governance secretariats.
• Desirable: Exposure to legal affairs or governance processes.
• Desirable: Familiarity with digital tools for workflow, document, or data management.
• Desirable: Familiarity with project management methodologies and tools, initial hands-on experience is a plus.