AD18A3 Office Administrator

American Chemical Society

15d•$75,000 - $85,000•Hybrid

About The Position

The American Chemical Society (ACS), Publications Division is seeking a Senior Office Administrator to provide high‑level administrative, operational, and communications support across our Global Editorial Strategy (GES) and Transformation teams. This role is integral to ensuring smooth collaboration among editorial leaders, senior executives, and internal partners while supporting initiatives that advance ACS’s publishing and strategic priorities. The Senior Office Administrator will manage complex calendars, coordinate meetings and events, maintain governance documentation, and support communications, budgeting, and vendor processes. The successful candidate will bring strong organizational skills, sound judgment, and a collaborative approach, serving as a trusted partner to leadership and a reliable hub for day‑to‑day operations.

Requirements

Experience with scheduling, meetings and facilities management systems (a plus).
Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook.
Strong organizational skills with attention to detail.
Excellent communication skills, both written and verbal.
Problem-solving abilities with a proactive approach to tasks.
Ability to work independently and collaboratively in a team environment.
Professional demeanor with strong time-management and multitasking skills.
Familiarity with basic office equipment and procedures.
Minimum of 5 years' experience in an administrative or office support role.
University or college degree, or equivalent experience or formal training.

Nice To Haves

Familiarity with Copilot preferred.

Responsibilities

Coordinate business communications with Editors‑in‑Chief (EICs), Deputy Editors (DEs), and Associate Editors (AEs)
Draft, send, and track email communications related to editorial updates, policy announcements, operational changes, and strategic initiatives; ensure timely dissemination and maintain organized records of all correspondence.
Organize Council of Editors/EIC/AE webinars
Schedule sessions, manage invitations and reminders, coordinate webinar technology, and work jointly to build agendas, curate discussion topics, gather materials, and support presenters.
Oversee JMR (Journal Monitoring Report) process and scheduling
Track timing and frequency of JMR meetings; collecting feedback from Publishers on the defined agenda.
Manage visa applications and sponsorship letters for EIC and AE travel
Collect required documentation from editors, prepare sponsorship or invitation letters, coordinate with internal travel and legal teams, and ensure all travel‑related compliance requirements are met.
Provide general administrative and logistical support
Maintain shared calendars, assist with planning editorial‑related events, including Managing Editor strategy meetings, AP quarterly check-ins etc.,, coordinate materials distribution, track deadlines and deliverables, and support communication workflows between editors and internal stakeholders.
Initiate and track purchase orders, vendor contracts, and renewals; ensure compliance with internal workflows; and monitor the status of submissions through the approval cycle.
Own documentation management by organizing and maintaining SharePoint/Teams sites, enforcing version control, keeping templates and governance artifacts current.
Maintain shared calendars; assist with document management; coordinate cross‑team communications; support onboarding of new team members; help track deadlines and project milestones; and provide day‑to‑day operational assistance as needed.
Provide support to GES VP for calendar and travel Schedule internal and external meetings; prioritize requests; manage meeting preparation materials; and coordinate availability across multiple stakeholders, provide help with travel planning and logistics.
Manage meeting logistics and operational cadence across the Transformation department by scheduling meetings, support maintaining action and decision logs, and following up to closure.
Own documentation management by organizing and maintaining SharePoint/Teams sites, enforcing version control, keeping templates and governance artifacts current.
Partner with Sr. Internal Communications Manager to support communication deliverables, including coordinating speaker outreach and follow-ups for All Pubs events, collecting bios and presentation materials, and managing run-of-show checklists.
Collect inputs and produce a concise weekly status report highlighting progress, risks, decisions, upcoming milestones, and leadership asks.
Coordinate contracts and invoices, including routing SOWs and POs for approval, reconciling invoices to milestones, maintaining vendor records, and partnering with Finance on monthly close.
Working with the VP, track budget spending by maintaining actuals vs. forecast dashboards.
Support VP Transformation with travel planning, calendar management and other division wide responsibilities as necessary. Serve as backup for other members of the PLT as needed.
Monitor and manage a shared Transformation Department team email inbox by triaging questions, responding using established FAQs or playbooks, routing items to the appropriate owners, and tracking response SLAs.