Senior Site management Associate (Learning/Training)

Senior Site Management Associate (Learning Project)

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.

What You Will Do:

1. Project Coordination and Tracking

• Support Learning Strategy Project Leads in managing timelines, milestones, and deliverables across multiple concurrent global initiatives.
• Maintain project plans, trackers, and status reports (for example, the IE Learning Framework tracker), and flag risks, dependencies, and delays.
• Schedule and facilitate team check-ins, capture minutes, decisions, and actions, and follow up to close them.
• Coordinate intake and prioritization of learning requests from IE leadership and business partners.

2. Global Training Program Support

• Coordinate logistics for IE training programs, including scheduling, invitations, registrations, attendance, and follow-up.
• Support recruitment, onboarding, and scheduling of learning facilitators and certified coaches.
• Track curriculum assets, versions, and ownership to support the team's role as global liaison for the IE curriculum.
• Support field-based learning activities, such as CRL observations and feedback, with scheduling and documentation.

3. Meeting and Event Management

• Plan and manage logistics for team meetings and global face-to-face sessions, including agendas, travel, venues, budgets, materials, and post-meeting summaries.
• Coordinate virtual sessions and recurring calls, including Teams set-up, recordings, and distribution of materials.
• Prepare meeting materials, presentations, and summaries

4. Communications and Change Support

• Draft, format, and distribute team communications, newsletters, and announcements in partnership with OCM and communications colleagues.
• Support change management activities for learning and technology rollouts, such as stakeholder lists, communication calendars, and readiness tracking.
• Serve as a point of contact for routine questions from IE colleagues and direct them to the right Learning Strategy team member.

5. Content, Systems, and Knowledge Management

• Maintain team SharePoint sites, Teams channels, and shared folders, including streamlined file structure, naming conventions, permissions, and archiving.
• Support the storage, sharing, and reuse of training resources in alignment with the IE L&D Strategy.
• Assist with the LMS and other learning technology, including uploading materials and running reports.
• Identify opportunities to standardize or automate repeatable administrative processes.

6. Vendor, Budget, and Compliance Administration

• Support vendor engagement, including purchase requests, purchase orders, invoice tracking, and coordination of deliverables.
• Track team budget and forecast information and prepare basic financial reports.
• Support adherence to policies, training compliance, and document management requirements.

7. Team Administrative Support

• Manage calendars, scheduling across global time zones, and meeting coordination for team members as needed.
• Process expense reports and other administrative tasks.
• Onboard new team members and contractors, including access, systems, and introductory materials as required.

Your Profile:

• Bachelor's degree, or associate's degree with equivalent relevant experience.
• Minimum 2 years of experience in project coordination or project management in clinical trials
• Experience with Microsoft 365 tools (Teams, SharePoint, Outlook, Excel, PowerPoint).
• Up to 10% travel, primarily to support global team meetings.
• Comfort learning new technologies, including AI-enabled and CRM tools, and helping others adopt them
• Ability to work independently, anticipate needs, and follow through with minimal direction
• Ability to develop project plans for site level learning
• Strong organizational skills, with attention to detail and the ability to manage multiple concurrent priorities and deadlines
• Familiarity with learning and development processes, learning management systems, or training operations

Employment with ICON is contingent upon having the legal right to work in the country where the role is based.

Rewards & Benefits

ICON offers a competitive and comprehensive total rewards package designed to support your health, wellbeing, and career development.

Benefits may include:

• Competitive base salary and performance related incentives
• Health and wellbeing programmes including medical, dental, and vision coverage where applicable
• Retirement and pension plans
• Life assurance and disability coverage
• Employee assistance programmes and wellbeing resources
• Learning and development opportunities through structured training and career pathways

Benefits may vary depending on role and location.

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

Inclusion and Accessibility

ICON is an equal opportunity employer. We are committed to building an inclusive and accessible workplace where everyone feels valued and supported.

If you require reasonable accommodations during the recruitment process, please let us know or submit a request here.