Project Associate

ICON Clinical Research; Warszawa; Hybrid; PLN 73,000 - 100,000; Full time

Job summary

ICON is a global healthcare organisation seeking a Project Associate to provide essential administrative support for clinical operations and project management in Poland. The role focuses on coordinating meetings, maintaining project documentation, and assisting with financial tasks under the guidance of the project team.

Qualified candidates will have a Bachelor's degree and experience with MS Office; CRO or clinical research exposure is a plus.

Qualifications

• Bachelor's degree in business, finance, health sciences or related field.
• Experience in a CRO, pharmaceutical company, or clinical research is an advantage.
• Proficiency in computerized information systems and MS Office applications.

Responsibilities

• Organize project team and client meetings, including scheduling, preparing meeting materials, binders, agendas, and minutes.
• Manage study information and supplies, maintaining documents like organizational charts, calendars, newsletters, and project info.
• Oversee internal and client project reporting for status and financial tracking, with system updates.
• Support the project manager with finances, including PO process, invoices and Investigator payments.
• Prepare and maintain study files following filing/naming guidelines in the electronic trial master file.

Skills

MS Office proficiency

MS Word

MS PowerPoint

MS Excel

MS Outlook

Meeting minutes

MS Teams

CRO experience

Clinical research

Education

Bachelor's degree

Tools

MS Office suite

Job description

JR152781 Project Associate

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 a Project Associate at ICON, you will provide key administrative support in clinical operations and project management, ensuring projects align with contract and client expectations.

What You Will Do:

Your role will involve delivering executive support and administration work to a high standard, working closely with your team and stakeholders.

Key responsibilities include:

• Organizing project team and client meetings, including scheduling, preparing meeting materials, binders, agendas, and minutes.

• Managing study information and supplies, generating and maintaining essential documents like organizational charts, team calendars, newsletters, and project-specific information.

• Overseeing internal and client project reporting, ensuring accuracy in reports for project status and financial tracking, along with system updates and queries.

• Supporting the project manager with financial tasks, including managing the purchase order process and processing study invoices and Investigator payments.

• Preparing and maintaining study files, ensuring compliance with filing/naming guidelines in the electronic trial master file, and tracking document status.

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 international equivalent in business, finance, health sciences, or related field, preferred.

• Experience in a CRO, pharmaceutical company, or in clinical research is an advantage.

• Proficiency in computerized information systems and standard application software, including MS Office.

• Strong skills in MS Word, PowerPoint, Excel, and Outlook, with experience in maintaining Excel trackers and building PowerPoint slides.

• Experience in taking meeting minutes and facilitating and scheduling MS TEAMS meetings is preferred.

This role will be based in Poland - you can choose to be based in our office, or fully remote from your home office in Poland. Please note - we will not offer a relocation package for this position, so please only apply if you are already a permanent Polish resident with the full right to work in Poland.

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 (https://careers.iconplc.com/benefits) 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 (https://careers.iconplc.com/reasonable-accommodations)