Executive Management Assistant

ICON San Antonio; Dublin; On-site; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Annual leave

Health insurance

Retirement planning

Employee assistance programme (EAP)

Life assurance

Gym membership discounts

Job summary

ICON is a global healthcare intelligence and clinical research organisation. The Executive Management Assistant will provide high-level administrative support to a senior executive, ensuring smooth operations in a fast-paced, global environment.

Key duties include managing calendars, coordinating meetings, handling communications, and arranging travel. The role requires discretion, strong organizational skills, and expert proficiency in Microsoft Office and AI-enabled tools.

Qualifications

• Bachelor's degree or equivalent work experience.
• Proven experience as an executive assistant or similar role, supporting senior executives in a fast-paced, global environment.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and AI-enabled tools, leveraging technology effectively to support executive-level priorities.
• Ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.

Responsibilities

• Managing complex calendars, scheduling appointments, and coordinating meetings.
• Handling correspondence, including emails, phone calls, and other communications.
• Preparing and editing documents, presentations, and reports for executive review.
• Making travel arrangements and accommodations for executives, including booking flights, hotels, and transportation.
• Assisting with special projects and initiatives as assigned by executives.
• Maintaining confidentiality and discretion in handling sensitive information and communications.

Skills

Calendar management

Meeting coordination

Discretion

Time management

Executive support

Communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

AI-enabled tools

Job description

ICON is a global healthcare intelligence and clinical research organisation united by a mission to bring new medicines and treatments to patients faster.

As a values-driven organisation, integrity, collaboration, agility, and inclusion are at the heart of how we work and interact with each other, customers, patients and suppliers.

As an Executive Management Assistant at ICON, you will provide high-level administrative support to a senior executive, working within a global leadership role ensuring smooth and efficient operations.

What You Will Do

You will contribute to executive support and administration activities, where your organisational expertise, discretion, and ability to anticipate needs will directly contribute to business success.

Key Responsibilities Include

• Managing complex calendars, scheduling appointments, and coordinating meetings
• Handling correspondence, including emails, phone calls, and other communications.
• Preparing and editing documents, presentations, and reports for executive review.
• Making travel arrangements and accommodations for executives, including booking flights, hotels, and transportation.
• Assisting with special projects and initiatives as assigned by executives.
• Maintaining confidentiality and discretion in handling sensitive information and communications.

Your Profile

You will bring relevant executive support and administration experience, along with the following qualifications and skills.

Required Qualifications And Experience

• Bachelor's degree or equivalent work experience.
• Proven experience as an executive assistant or similar role, supporting senior executives in a fast-paced, global environment.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and AI-enabled tools, leveraging technology effectively to support executive-level priorities.
• Ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.

What ICON Can Offer You

Our success depends on the quality of our people. That s why weve 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