Editorial Assistant

Position summary 

An Editorial Assistant supports agency account teams by providing editorial support (e.g. copy-editing, document styling and formatting, submissions to conferences and journals), literature research (e.g. reference gathering and web searches) and database management (e.g. EndNote), through proactive liaison with internal and external service departments. 

Main duties 

• Proof-reading, styling and copy-editing of Word documents, PowerPoint presentations and electronic media according to agency or client style guides or to journal/congress format requirements 

• Accurately checks written, print, slide and electronic projects for grammatical, style/format and layout consistency 

• Clearly marks-up copy electronically so that account team, studio or electronic services staff can accurately input corrections 

• Applies client-specific requirements and/or house style guides (e.g. style, font, brand colours, language) appropriately and consistently to all materials 

• Marks up/styles figures and copy prior to typesetting 

• Ensures references are numbered correctly and appropriate reference style and format is used 

• Accurately maintains reference libraries (e.g. EndNote) 

• Utilises Microsoft Office™ software with sufficient knowledge and skill to support account teams in formatting and styling documents, graphic materials and spreadsheet applications 

• Basic information searching 

• Performs internet searches in support of account teams including finding journal submission and publishing information (e.g. instructions to authors) and conference details (e.g. abstract due dates, abstract, poster and oral submission details) 

• Administrative tasks (e.g. collation and copying of data packs, reference orders) 

• Sources reference materials requested by account teams via subscription journals or online service providers 

• Obtains copyright permissions, author disclosures and conflicts of interest 

• Executes accurate online submission of abstracts and journal papers and where necessary, prepares submission packs on behalf of authors 

• Identifies and discusses with account teams any projects that are not of acceptable quality 

• Liaise with internal studio (creative, traditional typesetting, PowerPoint and new media sections) for production of typeset material 

• Liaise with external contacts (e.g., healthcare professionals, clients, congress secretariat, publishers) on behalf of Medical Writers to settle queries or obtain materials/approvals 

• Liaise with other Editorial Assistants (EAs), Senior EAs and wider team to optimally manage workload across the division 

• Track progress of projects, providing internal and external updates where necessary 

• Non-scientific writing projects (where appropriate, e.g., biographies, minutes, correspondence etc.) 

Skills/knowledge required: 

• Strong English language and grammatical ability 

• High level of accuracy and attention to detail 

• Excellent word-processing skills 

• Good communicator with well-developed interpersonal skills 

• Ability to multitask, prioritise and work to deadlines 

• Team player with a flexible, “can do” attitude 

• Ability to work as part of a team and on own initiative 

• Proficiency in the use of common computer software (e.g. Word, PowerPoint, Excel) and willingness to learn about new systems/other software 

• Willingness to perform a variety of tasks – from simple administrative tasks to more complex projects 

Key result areas: 

• To relieve Medical Writers of areas of their work where minimal medical/scientific input is required, in order to maximise output from the editorial team 

• Provides editorial support services to account teams so that projects are delivered to Nucleus Global quality standards and to client/project deadlines 

Reports to: 

• Editorial Project Manager/Manager of Editorial Support Services/Director of Editorial Services 

Key contacts: 

• Director of Editorial Services, Manager of Editorial Support Services, Editorial Project Managers, 

Senior Editorial Assistants, Editorial Assistants 

• Scientific Directors, Principal Writers, Senior Medical Writers, Medical Writers, Associate Medical Writers 

• Account Directors, Account Managers, Account Executives 

• Creative/Production and Exhibition Departments 

• Clients and healthcare professionals 

• Third-party suppliers, e.g., contracted writers, publishers, congress secretariats 

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.