Senior Administrative Assistant for AI and Data

Senior Administrative Assistant for AI and Data

At ICON Strategic Solutions, you will work in a sponsor-dedicated model, supported by ICON’s global expertise.

As the world’s largest FSP organisation, with over 90 sponsor partnerships, we offer stability, career development and a collaborative environment where your work contributes to the development of treatments that benefit patients worldwide.

The Senior Administrative Assistant for AI & Data provides high-level administrative and operational support to the AI & Data organization and works most directly with the Chief Data & AI Officer. Reporting to the Chief Data & AI Officer, the ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced, rapidly evolving public company environment. This role requires strong communication skills, discretion, and the ability to anticipate needs while ensuring seamless execution of leadership priorities, team operations, and cross-functional engagements across the AI & Data organization

What You Will Do:

Administrative and Operational Support to the Chief Data & AI Officer and AI & Data Organization

• Serve as a trusted operational partner to the Chief Data & AI Officer, managing priorities, timelines, and execution of key initiatives and internal and external engagements.
• Maintain visibility across the AI & Data organization and anticipate operational needs to ensure leadership is prepared for meetings, conferences, and internal engagements.
• Provide administrative support to the Chief Data & AI Officer, including forward planning of calendars and travel, and prioritizing leadership, executive, and cross-functional commitments.
• Draft and proofread correspondence, manage presentation materials, and help organize team and company events.
• Support operational planning and execution of AI & Data leadership team meetings, offsites, and executive and cross-functional reviews.
• Manage meeting and event logistics including executive schedules, meeting calendars, travel coordination, vendor management, attendee tracking, and preparation of briefing materials.
• Coordinate domestic and international travel logistics, including detailed itineraries and conference travel planning.
• Ensure coordination of key AI & Data activities across internal stakeholders including executive leadership, R&D, Commercial, IT, Legal, Compliance, Finance, Strategy and other groups.
• Support administrative needs of the AI & Data leadership team and broader organization, including onboarding logistics for new hires and contractors, team rosters, org charts, and distribution lists.
• Manage expense reporting and administrative documentation including invoices, registrations, memberships, subscriptions, software and data licenses, purchase orders, SOWs and vendor onboarding for the AI & Data organization.
• Support budget and vendor administration by tracking purchase orders, invoices, and spend against plan in partnership with Finance and the AI & Data leadership team.
• Handle sensitive and confidential information, including strategic plans, personnel matters, and proprietary data and AI initiatives, with the highest level of discretion.
• Identify opportunities to improve operational efficiency and streamline AI & Data administrative processes, including the use of AI tools to enhance productivity.
• Support cross-functional coordination for meetings and event planning.
  

Your Profile:

You will bring relevant clinical research experience, along with the following qualifications and skills.

Required qualifications and experience:

• Bachelor's degree iBachelor’s degree preferred.
• 8+ years of administrative, operations, or project coordination experience supporting senior leadership in a fast-paced corporate environment.
• Experience supporting senior executives, preferably within a technology, data, analytics, or AI-focused organization in a public company environment.
• Demonstrated experience coordinating complex executive schedules, travel logistics, and high-visibility internal and external events.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), calendar management systems, and productivity and collaboration tools; comfort using AI tools to improve productivity strongly preferred.
• Familiarity with data and AI concepts and terminology, and genuine curiosity about emerging technologies, sufficient to support a leader and team in this space.
• Exceptional organizational and project management skills with the ability to manage multiple competing priorities and deadlines.
• Ability to coordinate complex logistics involving senior executives, cross-functional teams, and external partners and vendors.
• Excellent written and verbal communication skills with exceptional attention to detail.
• High level of discretion and professionalism when handling confidential and corporate information.
• Strong judgment and ability to anticipate needs, solve problems proactively, and operate independently with minimal supervision.
• Highly proactive and resourceful, with the ability to remain calm and effective in fast-paced or high-pressure environments.

What ICON can offer you:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

Are you a current ICON Employee? Please click here to apply