Administrative Assistant

About Frontiers At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet. We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers. Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society. To learn more about our impact and culture, please watch this video.

About the role We're looking for an Administrative Assistant to join our Executive Office and provide high-quality administrative, operational, and coordination support to the Executive Team and Strategy Manager. In this role, you'll help ensure the smooth day-to-day operation of the Executive Office by coordinating meetings, travel, presentations, documentation, and executive activities. Join our Executive Office at the heart of Frontiers and become part of the team that helps keep our Executive Team connected, organized, and focused on delivering Frontiers' strategic priorities. Working closely with the Executive Team and colleagues across the organization, you'll support key business priorities, strategic initiatives, and company-wide activities in a collaborative, fast-paced environment. If you enjoy bringing structure to complexity, building strong working relationships, and continuously improving the way work gets done, you'll thrive in this role. You'll also contribute to improving the way we work by embracing new technologies and AI-powered productivity tools to streamline administrative processes and enhance operational efficiency.

Key Responsibilities • Manage executive calendars, coordinate meetings, and organize executive priorities across multiple stakeholders. • Organize meeting logistics, prepare agendas, and coordinate supporting materials for leadership meetings. • Coordinate domestic and international travel, including flights, accommodation, transportation, itineraries, and travel changes. • Provide day-to-day administrative support to the Executive Office and Strategy Manager, including managing documents, correspondence, expense reports, confidential information, and inbox activities. • Prepare and refine PowerPoint presentations, reports, briefing materials, and executive documents to support leadership meetings and business decisions. • Support strategic projects, leadership meetings, and company-wide events through effective coordination and follow-up. • Collaborate with internal teams and external suppliers to ensure the smooth delivery of Executive Office activities. • Help improve Executive Office processes by leveraging technology and AI-powered productivity tools to increase efficiency.