Global Editorial Strategy Admin Assistant

Publications Division Overview:

The American Chemical Society (ACS) is the world’s largest scientific membership association, with a mission to “advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people”. ACS Publications is a Division of the ACS and has all the characteristics of a medium-large scientific and technical publishing organization. It is one of two Divisions charged with serving the dual function of generating a reliable annual surplus to support the Society’s programmatic activities, while also fulfilling a core goal of the Society in advancing knowledge in the field of chemistry and the chemical enterprise. The Division publishes 80+ high-quality peer-reviewed journals covering the breadth of chemistry and allied fields, as well as numerous other high-quality products and services of benefit to the global community.
 
Unit Overview:                                                               
The Journals Publishing Group consists of four main teams: Business Intelligence & Analytics, Global Editorial Operations, Global Production Operations, and Global Editorial Strategy. These teams collaborate to optimize the editorial direction and production of our journals, and to ensure that our authors and reviewers have a positive publishing experience. In support of that mission, the Global Editorial Strategy team focuses on the effective operations and strategic development of the suite of ACS Publication’s journals, both hybrid and open access titles. This team delivers new products on an annual and ongoing basis, based on an assessment of the existing portfolio relative to the research landscape. The Global Editorial Strategy team provides strategic guidance to ACS Editors-in-Chief to maximize the impact and success of the journals. 

Position Overview:
The Global Editorial Strategy Office Administrator role is responsible for providing administrative support to the ACS Global Editorial Strategy team. The Global Editorial Strategy Office Administrator will support the Global Editorial Strategy Senior Director and a team of around 30 ACS Editorial Development staff (Managing Editors and Publishers) who are responsible for the management of approximately 80 ACS journals which are edited by External Editors. The Global Editorial Strategy Office Administrator will deliver a first-class customer service experience to the ACS Global Editorial Strategy staff regarding daily administrative and logistics tasks related to ACS journals management.
 

Position Accountabilities: 

• Schedule activities, online and in-person meetings; assist with the preparation of and follow-up from meetings including the Global Editorial Strategy bimonthly strategy meeting and other team meetings; draft agendas and minutes. Coordinate web and video teleconferences for virtual and hybrid meetings. Coordinate catering and other in-person meeting requests with Purchasing and Conferencing/Facility Departments.
• Assist the Global Editorial Strategy Senior Director in preparation of month-end reports and other internal and external presentations and communications, and work closely with their counterparts in the Journal Publishing Group to collate the individual teams report into one final unit-wide document. 
• Maintain and develop Sharepoint site, shared drives, and other internal and external online resources for the Global Editorial Strategy team.
• Monitor staff deadlines, leave and travel activities and keep the shared team calendar updated as needed.
• Update department information listing and maintain team organization chart and portfolio assignment documents. Export journal editor contact reports from Salesforce database and maintain central editorial point-of-contact lists updated.
• Arrange staff and Global Editorial Strategy Senior Director travel and reconcile corporate card and travel vouchers and other expense reporting.
• Coordinate the preparation of letters and documents requiring the Global Editorial Strategy Senior Director’s signature, the document workflow requiring senior management approval and communication within the Global Editorial Strategy team.
• Place office supply requests and other orders as requested.
• Perform special projects, as required, to support the Global Editorial Strategy team.

Requirements:

• High school diploma required, Associates Degree preferred.
• Previous administration experience (ideally 5-7 years), preferably in Scientific, Technical and Medical (STM) publishing.
• Strong organization and time-management skills, together with the ability to work independently and meet tight deadlines while multi-tasking.
• Strong coordination and communication skills and proven ability to work effectively in support of a team.
• Excellent customer-service aptitudes and good problem-solving skills.
• Efficiency and competency in the use of Microsoft Office tools and social media platforms.
• Willingness and ability to learn how to use new software and technology platforms.

Job Location:

This position is based in the Washington, DC offices of the American Chemical Society. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement

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