Event Administrative Assistant - FTC
Frontiers, Switzerland
Job Description
At Frontiers we are on a mission to make science open to everyone.
Research is the foundation of modern society and it’s thanks to advances in science that we enjoy longer, healthier, and more prosperous lives than ever before in human history. We are an open access technology-based publisher and in the 10+ years of Frontiers we have disrupted the STEM publishing world and are now one of the largest, most-read and most-cited publishers globally.
We are passionate about our mission and we welcome all those who are dynamic, collaborative, courageous and rigorous. Come join us to help make science open Your Impact Matters!
The role
We are seeking?an enthusiastic and experienced full-time, fixed-term Administrative Assistant for our Lausanne office, to support the Frontiers Events Team.
Reporting to the Events Manager and working closely with the entire team, the position focuses on attendee management, administrative tasks and onsite support for the following events: the annual in-person Frontiers Forum, where high-profile researchers, policy makers and entrepreneurs discuss science-based solutions for the world’s most critical issues; the monthly virtual Frontiers Forum speaker series, where 3,000+ researchers, policy makers and entrepreneurs hear from visionary researchers; and yearly Editor webinars for the scientists who run Frontiers’ 100+ journals.
The position requires a sociable, customer-service attitude; high attention to processes and detail; and the ability to work independently and to strict deadlines. The successful candidate will work in a vibrant, international environment and contribute towards a world where everybody lives a healthy life on a healthy planet.
The employment period is until endMarch 2022.
Key responsibilities
- Maintaining and providing data entry for invitee databases and attendee lists (Excel, Smartsheet)
- Sending invitations, requests for information and other communications via customer relationship management (CRM) systems (Cvent, Salesforce, Marketing Cloud)
- Organizing inboxes: labelling emails, responding to inquiries and forwarding as needed
- Overseeing travel reimbursements and visa support
- Providing onsite support during the events
- Helping to coordinate team meetings and taking detailed minutes
- Pulling reports from CRM software
- Providing recommendations for improvements to attendee management processes
- Performing other duties as assigned or needed
Requirements
- Minimum 2 years’ experience as an administrative assistant, ideally in an international environment
- Excellent communication in written and spoken English
- Strong organizational and project management skills; ability to follow processes carefully and accurately; attention to detail a must
- Ability to quickly and accurately manage large volumes of information, and to react effectively to urgent situations
- Flexibility to handle changing priorities and multi-task, while meeting tight deadlines
- Ability to maintain confidential information
- Strong team-player, with a hands-on, proactive, professional, and service-oriented attitude
- Ability to work both independently and under direct supervision
- Strong skills in MS Office and Google applications, particularly Excel, Outlook and Gmail; experience with digital tools for project management, CRM and collaboration a plus
- Experience with events a plus
Benefits
International environment
With over 35 nationalities across our offices in London, Lausanne, Madrid, Seattle and Beijing, you can certainly say that we are a diverse company. You will have the opportunity to work with teammates in other offices, as well as with researchers, editors and authors from across the globe.
Great offices
Our Lausanne HQ (designed for us) is spread over 3 floors, including a large canteen with a Foosball table and a multi-purpose room used for regular free yoga classes. Our other offices are hosted at WeWork and include communal spaces with coffee bars and activities all week. We are very socially active and organize lots of fun activities, ranging from happy hours, parties, sports events and much more.
Key Benefits
- 25 days holidays
- Participation in the annual company bonus scheme
- Access to the latest equipment
- Extensive learning opportunities through our LinkedIn Learning partnership
Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination including based on race, national or ethnic