Executive Administrative Assistant/Project Coordinator - Medical Affairs

ICON Clinical Research; Wilmington (DE); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Employee assistance program

Job summary

ICON plc, a world-leading healthcare intelligence and clinical research organization, seeks a Process Implementation Lead to join the Wilmington, DE office onsite. You will coordinate projects, manage calendars and events, support Medical Affairs budgeting and contract processes, and partner with senior leaders to implement efficient processes.

Ideal candidates have a BA or equivalent, 5+ years in a multinational setting, excellent organizational and communication skills, and strong proficiency

Qualifications

• BA or equal by experience.
• 5+ years in a multinational company in a similar position.
• Well organized with discretion and strong communication skills.
• Proficient with Office suite (Excel, Word, PowerPoint, Outlook).
• Ability to work on-site in Wilmington, DE.

Responsibilities

• Act as Executive Assistant for senior leaders (GVP, Head of Medical Affairs, VP Medical Communications, etc.).
• Provide business support for the Medical Affairs Department.
• Manage calendars, meeting preferences and emails as requested.
• Coordinate team/working group meetings and video conferences.
• Organize business travel and expense reports.
• Provide logistics support for internal and external events.
• Support budget planning, tracking and adjustments with the team.
• Support SharePoint access management and document uploads.
• Maintain contact lists and act as first point of contact for requests.
• Collaborate with Administrative Assistants across the company on joint meetings.
• Assist with vendor contracts and procurement processes as needed.
• Coordinate project management processes for assigned projects.

Skills

Office coordination

Calendar management

Communication

Discretion

Multi-national experience

Education

BA or equal by experience

Tools

Microsoft Office

Outlook

Job description

Process Implementation Lead

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

The role will be onsite Monday - Friday located in the Wilmington, DE office.

What You Will Do:

• Act as an Executive Assistant for the GVP, Head of Medical Affairs, the VP Medical Communications, Strategy and Operations & the Head of Evidence Generation
• Act as business support for Medical Affairs Department
• Manage calendars, meeting preferences and email as requested
• Coordinate and arrange team/working group meetings and video conferences (agenda, timing, location, attendees, facilities, notes etc.)
• Organize business travel and expense reports
• Provide logistics support for internal and external events
• Manage monthly accruals (follow up with agencies) and coordinate with Finance
• Support budget planning, tracking, and adjustments with team as required
• Support with the Medical Affairs SharePoint (access management, uploading meetings folders, etc.)
• Update and maintain various contact lists
• Act as the first contact for requests of individuals this role directly supports.
• Ambassador for Medical Affairs Department
• Teamwork with Administrative Assistants across the company from other functions on joint meetings and projects
• To the extent that it may be required, support contract management which may include the creation of vendors profile, contracts online requests, generate purchase orders, DocuSign, invoicing, maintain the project tracker up to date, follow-up with Legal & Finance departments

Project coordination:

• Project coordinator for assigned projects and assist with other projects
• Coordinator for the Project management core team, resources, equipment, and information
• Implement and maintain appropriate project management processes where needed
• Communication and planning management

Your Profile:

• BA or equal by experience
• 5+ years’ experience working for a multi-national company in a similar position or support of similar senior management
• Well organized, willingness to solve problems and honor deadlines, reliable, great communication skills and discretion & ability to handle sensitive information are a must
• Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook
• Ability to work on-site in Wilmington, DE

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)