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.

• 1 - 3 years of experience in an Administrative Assistant or similar administrative role, or equivalent experience gained through internships, placements, or other relevant professional experience.
• Experience organizing meetings, travel arrangements, events, and business documentation, with strong attention to detail and accuracy.
• Advanced proficiency in Microsoft Office 365, particularly Outlook, Word, and PowerPoint, with confidence preparing professional presentations and executive materials.
• Experience using collaboration and project management tools such as Microsoft Teams, SharePoint, Planner, Jira, or similar platforms.
• Familiarity with AI-powered productivity tools such as ChatGPT, Claude, Microsoft Copilot, or similar, and an interest in using technology to improve ways of working.
• Strong written and verbal communication skills in English, with the ability to communicate clearly and build positive relationships with stakeholders across the organization.
• Strong organizational and prioritization skills, with the ability to manage multiple tasks, changing deadlines, and competing priorities effectively.
• Excellent written and verbal communication skills, with the ability to build positive relationships with stakeholders across the organization.
• A proactive and solution-oriented mindset, with the ability to anticipate needs, solve problems, and take initiative.
• A high level of professionalism and discretion when handling confidential information.
• A continuous improvement mindset and willingness to learn, adapt, and contribute to improving administrative processes.
• A bachelor's degree or equivalent qualification is preferred, although relevant professional experience and vocational qualifications will also be considered.

• 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.