Executive Assistant

Responsibilities

• Coordinate meetings end-to-end, including agendas, logistics, and minutes, while supporting editorial board sessions (travel, catering, and event setup)
• Provide high-level administrative support to Directors and leadership, including calendar management, expense filing, and cross-functional troubleshooting
• Maintain organizational data (org charts, employee lists, contacts) and support Critical Author processes for leadership
• Manage project approvals and workflows, including executive-level coordination up to MD and CEO
• Act as systems liaison/administrator, supporting contract tools, access management (new hires/leavers), and vendor contract renewals
• Lead onboarding coordination, including scheduling, training plans, and new hire support
• Oversee operational processes including purchase orders, payments, pricing/print runs, and contributor agreements
• Support cross-functional coordination (marketing, awards, GDPR/privacy compliance) and process improvements; work with colleagues to identify and trial new ways of working (including AI tools)

• Experience supporting senior leadership or executive teams in a fast-paced environment
• Strong organizational and project coordination skills, with the ability to manage multiple priorities
• Experience with calendar management, meeting coordination, and executive-level scheduling
• Knowledge of GDPR and privacy policies or experience supporting compliance processes
• Strong stakeholder management and communication skills across cross-functional teams
• Ability to support operational processes and identify areas for improvement
• Proficiency with business systems (e.g., contract management tools, Oracle, Microsoft Office/Teams)
• Experience working with external partners, along with familiarity using AI and database tools