Executive Assistant

Who we are

We are on a mission to make all science open, enabling the research community to develop the solutions we all need to live healthy lives on a healthy planet.

Frontiers is one of the world’s largest and most impactful research publishers, dedicated to making peer-reviewed, quality-certified science openly accessible. Our articles have been viewed 4 billion times, reflecting the power of research that is open for all.

Follow the links below to learn more about our work.

What we can offer you

At Frontiers, our working model for new roles includes a balanced approach that fosters collaboration through regular engagement at our office hubs in key locations. While we value flexibility, we also believe that shared in-person time strengthens team culture, trust, and productivity.

We provide a range of benefits across our global locations, including but not limited to:

- 4 additional wellbeing days in addition to existing annual leave allowance- Access to learning platforms and dedicated learning & development time- A range of wellbeing initiatives, including free online yoga classes and an employee assistance plan- Employees can dedicate three days each year to volunteer- Additional benefits depending on your location (e.g. pension plan and private medical care)

Impact of the role

- Core Mission: To ensure the seamless functioning of the executive office and provide comprehensive administrative and project support to members of the Frontiers Executive Team

- Scope: Supports the Executive Team members in all day-to-day operations, strategic initiatives, and external engagements. Manages the executive office's operational efficiency.

- Area of Impact: Directly enables Executive Team members to focus on strategic initiatives and leadership matters by managing complex logistics, communications, and administrative tasks. Enhances internal and external communication flow and supports critical projects.

Key Responsibilities

- Calendar Management: Coordinate, manage, prioritize, and resolve conflicting appointments across multiple time zones for the Executive Team members. High autonomy in daily schedule management.

- Communication: Serve as primary point of contact; draft, proofread, and edit high-level communications, reports, and presentations. Significant input on conveying executive messages.

- Meeting & Presentation Coordination: Organize and prepare materials for meetings, conferences, and events. Additionally, organize, coordinate, and share slides during departmental and company All Hands Meetings or Show and Tells, ensuring seamless presentation delivery. Attend meetings, take minutes, and follow up on action items as needed. High autonomy in meeting preparation and execution.

- Travel Arrangements: Arrange comprehensive travel itineraries, handle changes/issues. High autonomy in managing complex travel logistics.

- Project Management: Assist in planning/execution of special projects, monitor timelines, provide updates. Direct involvement in operational aspects of projects, contributing to objectives.

- Relationship Management: Build and maintain strong relationships with stakeholders, facilitate communication.

- Event Planning and Support: Coordinate logistics and provide on-site support for company events.

- Backup Support: Act as backup to other Executive Assistants for Executive Team members.

- Level of Autonomy: High degree of autonomy in managing the Executive Team members schedule, travel, communication, and the execution of presentations during key company meetings, including problem-solving for conflicts and unforeseen issues. Input on Strategy: Indirect input by enabling the Executive Team members focus on strategic matters and direct input through assisting in special projects and drafting high-level communications.

Requirements

- Proven track record as an Executive Assistant, specifically within international small and medium-sized enterprises (SMEs). This ensures familiarity with global business practices and cross-cultural communication.

- Strong proficiency in using modern technology tools for communication, scheduling, document management, and project tracking. This is essential for supporting executives efficiently in a fast-paced environment.

- Ability to independently manage executive schedules, travel arrangements, communications, and presentations. The role requires proactive problem-solving and the capacity to handle unforeseen issues without constant supervision.

- Skilled in drafting, proofreading, and editing high-level communications, reports, and presentations. Must be able to convey executive messages clearly and professionally.

- Experience in organizing meetings, preparing materials, taking minutes, and following up on action items. Capable of assisting in the planning and execution of special projects, monitoring timelines, and providing updates.

- Ability to manage confidential files, oversee expense reports, and handle sensitive information w