Administrative Assistant

Frontiers Media seeks a Junior Administrative Assistant in Lausanne to provide high-level support to the Executive Team, managing calendars, travel, and strategic coordination in a fast-paced, mission-driven environment.

Positioned within the Executive Office, this role serves as a central support function for the Executive Team and Strategy Manager. The primary objective is to maintain organizational efficiency, ensuring leadership remains connected and focused on key strategic priorities through effective administrative and operational coordination.

Responsibilities

• Oversee executive schedules, arrange meetings, and align priorities across various stakeholders.
• Handle logistics for leadership gatherings, including agenda preparation and distribution of supporting documents.
• Arrange domestic and international travel, covering flights, lodging, transport, and itinerary adjustments.
• Deliver daily administrative assistance to the Executive Office, managing correspondence, expenses, confidential files, and inbox management.
• Create and polish PowerPoint decks, reports, and briefing notes to aid leadership decision-making.
• Assist with strategic initiatives, leadership sessions, and internal events through diligent coordination.
• Work with internal departments and external vendors to ensure seamless execution of Executive Office tasks.
• Enhance office workflows by integrating technology and AI-driven tools to boost productivity.

Requirements

• One to three years of experience in an administrative capacity, or equivalent background from internships or professional placements.
• Proven track record in organizing meetings, travel, events, and business documents, with a keen eye for detail.
• Advanced skills in Microsoft Office 365, specifically Outlook, Word, and PowerPoint, for creating professional materials.
• Familiarity with collaboration and project management platforms like Microsoft Teams, SharePoint, Planner, or Jira.
• Excellent written and verbal communication abilities in English.
• Strong organizational capabilities to juggle multiple tasks, adapt to shifting deadlines, and prioritize effectively.
• High degree of professionalism and discretion when handling sensitive information.

Nice to have

• Experience with AI-powered productivity tools such as ChatGPT, Claude, or Microsoft Copilot, and a desire to leverage technology for workflow improvement.
• A bachelor’s degree or equivalent qualification, though relevant professional experience and vocational training are also considered.

What the company offers

• Flexible office presence policies with necessary adjustments.
• Additional wellbeing days beyond the standard annual leave entitlement.
• Up to three paid volunteering days per year.
• Access to a 24/7 confidential Employee Assistance Programme covering wellbeing, mental health, legal, and financial support.
• Learning and development opportunities through the Frontiers Learning Hub.

About the company

Frontiers Media is a global, mission-driven organization dedicated to making science open. As one of the world’s largest and most influential open-access research publishers, it operates at the intersection of science, technology, and innovation. The company fosters a collaborative and fast-paced work environment.

• Mission to make science open.
• Global and influential open-access research publisher.
• Located at the intersection of science, technology, and innovation.
• Collaborative and fast-paced work environment.