Editorial Assistant

Canadian Anesthesiologists' Society; Ontario; Remote; CAD 60,000 - 65,000; Full time

Job summary

An established industry player is seeking a detail-oriented Editorial Assistant to support the Editor-in-Chief of a prestigious journal. This full-time, remote role involves managing manuscript submissions, providing senior-level administrative support, and coordinating meetings. The ideal candidate will possess strong organizational and communication skills, with a background in project management and familiarity with editorial processes. Join a dynamic team dedicated to maintaining the highest quality standards in scientific publishing, and enjoy the flexibility of remote work while contributing to impactful research dissemination.

Qualifications

• 3-5 years of relevant experience in administrative support and project management.
• Fluency in French is a valuable asset for this role.
• Experience with manuscript processing and editorial workflow management systems.

Responsibilities

• Provide senior-level support to the Editor-in-Chief and manage manuscript submissions.
• Coordinate meetings and maintain the Editorial Board membership list.
• Organize the annual CJA Board Meeting and associated events.

Skills

Administrative Support

Project Management

Communication Skills

Organizational Skills

Fluency in French

Budgeting and Financial Accountability

Education

Degree in Communications

Diploma in Journalism

Diploma in Publishing

Tools

Microsoft Office Suite

Adobe Acrobat

Editorial Manager (EM)

Survey Monkey

Microsoft Teams

Zoom Workplace

Job description

Do you have an eye for detail and a love of scientific peer-reviewed journals? The Canadian Journal of Anesthesia (CJA) is looking for an Editorial Assistant for a one-year maternity leave to support the Editor-in-Chief in ensuring the high-quality of the Canadian Anesthesiologists’ Society’s international journal.

Reporting to the CJA Editor-in- Chief (EIC), the EA provides senior-level administrative support and project management for the CJA, overseeing the scientific manuscript submission process and liaises with the Journal’s publisher to support monthly issue production. The EA is the front-facing representative of the Journal, and is expected to model professionalism, superior communication skills, and organization abilities.

A large requirement of the job is facilitating the manuscript submission and handling process, liaising between submitters and the Editors. This highly responsible position requires a proactive, creative, and resourceful individual with recognized experience in assessing and successfully balancing competing priorities and deadlines in an extremely busy environment. The EA must be an independent worker, who is diligent, detail-oriented, dependable, and flexible. The EA must have a pleasant demeanour and enjoy working in a position where tackling new challenges is a daily occurrence.

Responsibilities : Journal Support

• Provide senior-level administrative support to the EIC, Deputy Editor-in-Chief (DEIC), and Associate Editors, ensuring effective tracking of all projects and submissions, and the oversight of details for follow-up
• Manage the electronic online Editorial Manager (EM) editorial workflow management system, overseeing the processing of a high volume of manuscripts as well as working with authors, Editors, and the publisher—from submission through finalization
• Effectively organize and oversee submissions throughout the approval / rejection process, working with Editors
• Maintain Journal’s monthly contents list and Table of Contents
• Maintain accuracy of Topical Collections
• Develop and maintain CJA annual progress report of manuscripts
• Process invoices for payment

CJA Editorial Board & Editorial Team Support

• Maintain the CJA Editorial Board membership list in the CAS system
• Oversee board member onboarding and departure process
• Schedule and organize monthly virtual and annual in-person meetings of the Senior Editorial Team and Editorial Board, respectively, including logistics, room set-up, AV, Wi-Fi, catering, technical assistance, etc.
• Prepare and distribute meeting supporting materials (sometimes requiring research and the creation of background notes)
• Participate in meetings as a staff support; take minutes
• Prepare all meeting minutes for review and approval of the EIC
• Maintain bring-forward lists of agenda items for follow-up
• Coordinate Editorial Board travel, accommodation and meeting / event registration as required
• Track individual Editors’ monthly and annual assignments
• Track monthly and annual Critical Care and COVID-19-related assignments

Annual Meeting Support

• The EA may be required to attend the CAS Annual Meeting and participate as an onsite team player
• Organize the annual CJA Board Meeting and any affiliated events (e.g., Board dinner)
• If requested, plan and facilitate a CJA exhibit booth at the meeting, including a board member schedule for booth staffing
• Attend Board meetings and events as the support person
• Prepare annual performance reports for Editorial Board members
• Prepare annual “Top Reviewer” reports and associated correspondence
• Prepare “Top Paper” reports and associated correspondence

Qualifications :

• Three to five years’ relevant professional experience, preferably in the not-for-profit sector
• Ideally possess a degree / diploma in Communications, Journalism, or Publishing
• Fluency in French (bilingual) is considered a valuable asset
• Familiarity with biomedical research manuscript processing is strongly preferred
• Excellent command of the English language with superb verbal and written communication skills
• Familiarity with styles and applicable guides, such as the Council of Science Editors’ The CSE Manual, the AMA Manual of Style, and the Canadian Press Stylebook
• Proven record of organized senior administration support editing, and project management ranging from concept development to implementation and follow-up reporting
• Knowledge of and experience using editorial workflow management and manuscript submission systems such as EM
• Experience with budgeting and financial accountability
• Highly effective organizational and time management skills
• Ability to exercise independent judgement and discretion in handling confidential matters and in working with journal contributors, members, other staff and Society officers, Board members and external partners
• Advanced computer skills and proficiency in the Microsoft Windows or MacOS Operating System, Microsoft One Drive, Microsoft Office Suite, Microsoft Outlook, Adobe Acrobat, and online tools such as Survey Monkey, Dropbox, Microsoft Teams, and Zoom Workplace.

Location : This is a remote work position, open to individuals who reside in the province of Ontario and are legally entitled to work in Canada.

Hours of Employment : This is a full-time, Monday to Friday role; regular hours are 9 : 00 a.m. to 5 : 00 p.m. Flexibility to work evenings and weekends is available as needed and arranged in advance.

Rate of Pay : Salary is commensurate with experience, with a range of CAD 60,000–65,000 per annum.

Deadline for applications is May 16, 2025.

Please send your resume and cover letter to

Only candidates selected for an interview will be contacted.

The Canadian Anesthesiologists' Society is an equal opportunity employer and actively supports Diversity, Equity and Inclusion in hiring. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodation will be provided by the Canadian Anesthesiologists' Society throughout the recruitment, selection and / or assessment process to applicants with disabilities, on request.