Position: Personal and Team Administrative Manager
Company: Qubit Labs
Category: Other
Experience required: 1y
English level: upper

The organisation runs and develops the world’s largest aggregator of research papers, a top 5k website globally by user engagement, with around 30 million monthly active users and storing more than 200 million metadata records of research papers.

The organisation runs and develops the world’s largest aggregator of research papers, a top 5k website globally by user engagement, with around 30 million monthly active users and storing more than 200 million metadata records of research papers and more than 30 million full text of scientific documents. It provides free access to millions of Open Access research papers as well as a number of information services for researchers, organisations and businesses. These include services enabling text & data mining, recommender systems, content management services for libraries as well as analytical services to support business intelligence for research.

We are currently looking for a Personal and Team administrative assistant.

Role:
Acting as a first point of contact for a range of tasks and common queries including dealing with email correspondence from customers and users
Managing diaries and organising meetings and appointments, controlling access to executive
Ensuring and monitoring of progress and completion of tasks assigned by the executive to other team members and reporting back
Reminding the executive of important tasks and deadlines
Compiling and preparing reports, presentations and correspondence
Taking meeting notes
Drafting letters, responses, presentations and other materials
Helping with organisations of events and conferences
Managing databases and filing systems, collecting information from external sources as might be necessary from time to time
Implementing and maintaining procedures/administrative systems
Liaising with staff, suppliers and clients
Helping with the processing of expense claims
Assisting with dissemination and outreach activities
Conducting desk research and investigations as might be necessary and required to support the executive
Contributing to good and effective working environment and collaboration within the team, maintaining high levels of motivation

Required skills:
Proven proficiency in English (in writing, speaking, listening and reading)
Discretion and trustworthiness (you will often be party of confidential information)
Excellent written and oral communication skills
Get the job done attitude and reliability
Flexibility and adaptability
Organisational skills and the ability to multitask
Ability to be proactive and take the initiative
Tact, diplomacy and company loyalty
Good knowledge of standard office software and the ability to learn company-specific software and understand its processes.
Problem solver

Desirable skills
Desire to change the world for the better and make science accessible to all
Former experience working in publishing, library or a research performing organisation
Experience with social media for professional engagement, i.e. Twitter / LinkedIn
Ability to communicate and translate information from technical staff (developers and researchers) to more accessible language
Ability to understand technical documents written at a medium to high level of abstraction


Location: the job can be conducted remotely on most days. Some travel may be requested.