Administrative and Project Coordinator, Frontiers Planet Prize

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

The Frontiers Planet Prize, a global competition and largest monetary prize for planetary health and earth science research.  It recognizes and rewards breakthrough, transformational research that delivers the solutions humanity needs to thrive within the nine planetary boundaries.

In this role, you will play a key part in coordinating the Prize’s annual cycle, ensuring smooth operations, high-quality data management, and effective collaboration with a global academic network, including presidents of academies and university leaders.

This is an opportunity to work at the intersection of science, academia, and global impact, supporting research that helps shape solutions for the health of our planet.

Your Key Responsibilities: 

• Drive the coordination of the Frontiers Planet Prize annual cycle, ensuring all project stages are delivered smoothly, on time, and in line with established workflows for ach edition.
• Act as the main contact for institutional stakeholders, managing communications, webinars, and campaign distribution while ensuring timely updates across CRM, web, and internal channels.
• Collaborate with cross-functional teams (Design, Legal, IT, Communications).
• Maintain CRM and project databases, ensuring data accuracy, reporting, and high-volume data management, and also handling stakeholder inquiries.
• Coordinate internal meetings, including agendas, minutes, and follow-up actions, while supporting logistics and onsite execution for events such as the Frontiers Planet Prize Award Ceremony.
• Drive process improvements and automation (agentification) to increase efficiency.
• Prepare and maintain project documentation, trackers, and reports in line with internal branding standards.

What We’re Looking For:

• Experience in administrative coordination or project support roles, preferably in an academic or university environment.
• Strong cross-functional collaboration with internal teams and external partners (institutions, academies, juries).
• Solid administrative and process management skills, with strong attention to detail and documentation accuracy.
• Experience with CRM systems (Salesforce preferred) and project tools (Smartsheet, Monday.com or similar).
• Advanced Microsoft Excel and strong MS Office skills (Outlook, Word, PowerPoint).
• Experience with email campaigns, mail merge, webinar tools, and website updates is a plus.
• Familiarity with AI tools for workflow improvement and automation is an advantage.
• Strong English communication skills (written and verbal).

• Opportunity to work on a global, mission-driven initiative
•  We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy
• Extra wellbeing days on top of your annual leave allowance

• Up to 3 paid volunteering days each year

• 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support)

• Learning & development support via the Frontiers Learning Hub

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.