Job Details
Editorial Assistant, EMBO Press


Heidelberg, Germany

Staff Category:


Contract Duration:

5 month (Maternity Cover)


3 or 4, depending on experience and qualifications

Closing Date:

30 July

Reference Number:


Job Description

EMBO stands for excellence in the life sciences. We enable the best science by supporting talented researchers, stimulating scientific exchange and advancing policies for a world-class European research environment. EMBO Press publishes four prestigious scientific research journals: The EMBO Journal, EMBO reports, Molecular Systems Biology and EMBO Molecular Medicine.

The Editorial Assistant will join the editorial team responsible for the publication of the EMBO Press scientific research journals. The assistant is expected to have well developed verbal and written communication skills in English. The successful candidate will work in a highly dynamic environment and deal with confidential information. The candidate is expected to work as part of a team in a proactive, organized, detail-oriented and highly reliable manner. Experience with word processing is essential. Experience with scientific editing and a good working knowledge of Excel and Photoshop software is desirable. A basic knowledge of biology and the scientific process is an advantage. The assistant reports to the Head of Scientific Publications.

Specific responsibilities:

  • Managing manuscripts submitted to the journal for the assigned editors. This includes manuscript processing and tracking, quality control, author and referee communication and reminders, as well as maintaining an efficient editorial pipeline
  • Updating and maintaining the journal database; uploading new submissions and appeals; logging and resolving problems with the database; assisting authors with manuscript submission 
  • Checking of and response to incoming emails or mail from authors, reviewers, editorial advisors and production staff
  • Creating peer review process files for accepted manuscripts. Quality control of figures and text and screening for adherence to ethics and scientific integrity guidelines
  • Transferring accepted manuscripts to the publisher
  • Filing and online archiving of manuscripts and associated documentation
  • Cover for assistants for the above duties when they are out of the office 
  • Carrying out other functions for EMBO Press as requested by the Head or Deputy Head of EMBO Publications, or the Director of EMBO

This position will occasionally require duty travel and working outside of the normal working hours, in the evenings and/or during the weekend.

Qualifications and Experience

Experience working in a service-oriented environment is essential (preferably in an international and/or scientific environment.)

The successful candidate will:

  • have at least two years relevant administrative experience
  • have a university degree; an advanced degree equivalent to Master is encouraged
  • have strong interpersonal and communication skills
  • have an excellent command of written and spoken English 
  • be highly organized, reliable and able to prioritize and multi-task effectively 
  • have a sound working knowledge of current office software 
  • have the ability to work both independently and as part of a team 
  • observe confidentiality 
  • strive for high quality of work and be aware of the aims and standards of the organization 
  • positive attitude and customer service focus.
  • experience with image processing and related software (e.g. Photoshop) is desirable 
  • English language editing, subediting or copyediting experience is desirable, in particular scientific editing
Application Instructions
Please apply online through
Additional Information
EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

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