Administrative Assistant

We are on a mission to make science open so everyone can live healthy lives on a healthy planet
Who we are

Frontiers is the 3rd most-cited and 6th largest research publisher and we publish groundbreaking discoveries by the world’s top experts.

Scientists empower society and our mission is to accelerate scientific discovery by making science open. We place the researcher at the center of everything we do and enable the research community to develop the solutions we need to live healthy lives on a healthy planet.

Join the publishing revolution.

The role

We are seeking an enthusiastic and experienced full-time Administrative Assistant to support the Frontiers Planet Prize Team.

Reporting to the project manager and working closely with the entire team and external partners, the position focuses on administrative tasks and support for our annual event.

The position requires a sociable, customer-service attitude; high attention to processes and detail; and the ability to work independently and to strict deadlines. The successful candidate will work in a vibrant, international environment and contribute towards a world where everybody lives a healthy life on a healthy planet.

Key Responsibilities

Maintaining and providing data entry for different databases (Salesforce, Excel, Smartsheet)
Editing letters and documents
Sending invitations, requests for information and other communications via email and customer relationship management (CRM) systems
Organizing multiple inboxes: labelling emails, responding to inquiries and forwarding as needed
Updating website
Helping to coordinate team meetings and taking detailed minutes
Providing onsite support during the event
Performing other duties as assigned or needed

Minimum 2 years’ experience as an administrative assistant, ideally in an international environment
Proficiency in mass mail merges and email campaigns
Excellent knowledge of excel spreadsheets
Experience with Salesforce and Marketing Cloud
Strong organizational and project management skills; attention to detail a must
Ability to quickly and accurately manage large volumes of information, and to react effectively to urgent situations
Flexibility to handle changing priorities and multi-task, while meeting tight deadlines
Ability to maintain confidential information
Strong team-player, with a hands-on, proactive, professional, and service-oriented attitude
Ability to work both independently and under direct supervision
Strong skills in MS Office and Google applications, particularly Excel, Outlook and Gmail; experience with digital tools for project management, CRM and collaboration would be a plus
Excellent oral and written communication
Application Process

Your application must include:

  1. A cover letter and CV
  2. The indication of your earliest availability