Executive Assistant

Frontiers Media; Lausanne; Vor Ort; CHF 90.000 - 120.000; Vollzeit

Benefits dieser Stelle

Extra wellbeing days on top of annual?

Zusammenfassung

Frontiers is seeking an Executive Assistant to join our Executive Office in Lausanne, supporting the Executive Team with high‑level administrative, operational, and strategic tasks. You will manage complex calendars, travel, executive communications, presentations, and key initiatives to keep leaders focused on business priorities.

This role requires independence, ability to anticipate needs, handle competing priorities, and adapt to a fast‑paced environment.

Qualifikationen

• 3–5 years of experience in an executive support role, preferably in an international environment.
• Advanced proficiency in MS Office 365, Outlook, Word and PowerPoint.
• Ability to manage complex calendars, international travel, meetings, and competing priorities.
• Experience creating polished executive presentations and briefing materials.

Aufgaben

• Manage complex executive calendars, priorities, and scheduling across multiple stakeholders and time zones.
• Coordinate meetings, agendas, briefing materials, and follow-up actions, ensuring executives are fully prepared.
• Anticipate scheduling conflicts, proactively resolve issues, and manage changing priorities with minimal supervision.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodation, transportation, and last-minute changes.
• Organize logistics for executive visits, conferences, leadership meetings, external engagements, and company events.
• Provide proactive administrative support to Executive Team members, including correspondence and confidential documentation.
• Create, refine, and coordinate high-quality executive presentations, reports, speeches, and briefing materials.
• Partner with executives and internal stakeholders to develop presentations for leadership meetings and external engagements.
• Coordinate content across stakeholders with high quality and executive standards.
• Track actions, monitor deadlines, and ensure timely follow-up across stakeholders.
• Support planning and delivery of leadership meetings and company-wide events.
• Identify efficiencies, simplify workflows, and leverage AI-powered tools to improve processes.

Kenntnisse

Calendar management

Executive support

Travel coordination

Meetings coordination

Presentations

Executive communications

Multistakeholder coordination

Discretion & confidentiality

AI-powered productivity tools

Tools

Microsoft Office 365

Outlook

Word

PowerPoint

Microsoft Teams

SharePoint

Planner

Jira

Jobbeschreibung

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 Executive Assistant to join our Executive Office and provide high-level administrative, operational, and strategic support to members of the Executive Team. In this role, you'll play an important part in helping our leaders stay focused on business priorities by managing complex calendars, travel, executive communications, presentations, and key initiatives.

Join our Executive Office at the heart of Frontiers and work closely with senior leaders and colleagues across the organization to coordinate executive priorities, strategic initiatives, leadership activities, and company-wide events. This is a role for someone who can operate with a high degree of independence, anticipate needs, manage competing priorities, and confidently navigate a fast-paced and constantly changing environment.

You’ll also contribute to how the Executive Office works by identifying opportunities to simplify processes, improve ways of working, and leverage technology, AI-powered productivity tools, and automation to increase efficiency.

Key Responsibilities

• Manage complex executive calendars, priorities, and scheduling across multiple stakeholders and time zones.
• Coordinate meetings, agendas, briefing materials, and follow-up actions, ensuring executives are fully prepared.
• Anticipate scheduling conflicts, proactively resolve issues, and manage changing priorities with minimal supervision.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodation, transportation, and last-minute changes.
• Organize logistics for executive visits, conferences, leadership meetings, external engagements, and company events.
• Provide proactive administrative support to Executive Team members, including correspondence, expense reports, confidential documentation, and executive inboxes where required.
• Exercise sound judgement and discretion when handling sensitive information, executive priorities, and confidential matters.
• Create, refine, and coordinate high-quality executive presentations, reports, speeches, briefing materials, and other leadership communications.
• Partner with executives and internal stakeholders to develop compelling presentations and materials for leadership meetings, company events, Board meetings, and external engagements.
• Coordinate content across multiple stakeholders while maintaining a high level of quality, consistency, and executive standards.
• Coordinate strategic initiatives, executive projects, and cross-functional activities on behalf of Executive Team members.
• Track actions, monitor deadlines, and ensure timely follow-up across stakeholders to drive activities through to completion.
• Support the planning and delivery of leadership meetings, executive offsites, and company-wide events.
• Continuously improve Executive Office processes by identifying efficiencies, simplifying workflows, and leveraging AI-powered tools and automation.

• 3–5 years of experience as an Executive Assistant or in a similar executive support role, ideally supporting senior leaders in an international organization or fast-paced environment.
• Proven experience managing complex executive calendars, international travel, meetings, and competing priorities with a high degree of independence.
• Experience supporting strategic projects, leadership activities, or company-wide initiatives.
• Advanced proficiency in Microsoft Office 365, particularly Outlook, Word, and PowerPoint.
• Advanced PowerPoint skills, with the ability to create polished executive presentations, reports, and briefing materials.
• Experience using collaboration and project management platforms such as Microsoft Teams, SharePoint, Planner, Jira, or similar tools.

• 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.