Executive Administrative Lead for AI & Data

KCR Placement; Center Square (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Annual leave entitlements

Health insurance offerings

Retirement planning offerings

Employee Assistance Programme LifeWork

Life assurance

Country-specific benefits

Job summary

ICON Strategic Solutions is seeking a Senior Administrative Assistant for AI & Data to support the Chief Data & AI Officer and the AI & Data organization. The role demands exceptional organization, discretion, and the ability to manage calendars, travel, meetings, and cross-functional coordination in a fast-paced corporate setting.

You will partner with executives, coordinate complex logistics, draft communications, and help drive operational efficiency using AI tools.

Qualifications

• Bachelor's degree required or preferred.
• 8+ years of administrative, operations, or project coordination experience supporting senior leadership in a fast-paced corporate environment.
• Experience supporting senior executives in a technology, data, analytics, or AI-focused organization in a public company environment.
• Demonstrated experience coordinating complex executive schedules, travel logistics, and high-visibility events.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and calendar management systems; comfort using AI tools to improve productivity.
• Familiarity with data and AI concepts and terminology.

Responsibilities

• 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 for meetings, conferences, and internal engagements.
• Provide administrative support including forward planning of calendars and travel, prioritizing leadership commitments.
• Draft and proofread correspondence, manage presentation materials, and help organize team and company events.
• Support planning and execution of leadership team meetings, offsites, and cross-functional reviews.
• Manage meeting and event logistics including schedules, travel, vendor management, and briefing materials.
• Coordinate domestic and international travel logistics and conference travel planning.
• Ensure coordination of AI & Data activities across stakeholders including executive leadership, R&D, Commercial, IT, Legal, Finance, Strategy.
• Support onboarding logistics for new hires and contractors, team rosters, org charts, and distribution lists.
• Manage expense reporting and administrative documentation including invoices, SOWs, vendor onboarding.
• Support budget and vendor administration in partnership with Finance.
• Handle confidential information with discretion and professionalism.
• Identify opportunities to improve operational efficiency and use AI tools to enhance productivity.
• Support cross-functional coordination for meetings and event planning.

Skills

Executive support

Calendar management

Travel coordination

Microsoft Office

Data/AI concepts interest

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

ICON Strategic Solutions is seeking a Senior Administrative Assistant for AI & Data to support the Chief Data & AI Officer and the AI & Data organization. The role demands exceptional organization, discretion, and the ability to manage calendars, travel, meetings, and cross-functional coordination in a fast-paced corporate setting.

You will partner with executives, coordinate complex logistics, draft communications, and help drive operational efficiency using AI tools.