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