Executive Assistant, Project Coordinator – Medical Affairs

Jobtailor; Wilmington Township (Mercer County); On-site; USD 65,000 - 90,000; Full time

Job summary

ICON is seeking an Executive Assistant to support the GVP, Head of Medical Affairs, and other senior leaders in Medical Affairs. The role focuses on calendar management, meeting coordination, travel logistics, and budget support.

You will collaborate with Administrative Assistants, manage contracts and vendor interactions, and help maintain SharePoint and document systems across the team.

Qualifications

• BA or equal by experience.
• 5+ years’ experience supporting senior management in a multinational company.
• Well organized with problem-solving mindset and discretion for sensitive information.
• Excellent proficiency with Office software (Excel, Word, PowerPoint) and Outlook.
• On-site in Wilmington, DE; legal right to work in the country.

Responsibilities

• Act as Executive Assistant for senior leaders, coordinating calendars, meetings, and email.
• Coordinate team/working group meetings and video conferences, including agendas and attendees.
• Organize business travel and expense reporting; support budget planning and tracking.
• Provide logistics support for internal and external events.
• Manage SharePoint, access controls, and document folders; maintain contact lists.
• Support contract management, vendor profiles, POs, DocuSign, invoicing, and project tracking.

Skills

Calendar Management

Project Coordination

Budget Planning

Expense Reporting

Contract Management

Logistics Support

Access Management

Meeting Coordination

Document Management

Data Entry

Education

BA or equal by experience

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

SharePoint

DocuSign

Job description

• 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, including agendas, timing, location, attendees, facilities and notes
• Organize business travel and expense reports
• Provide logistics support for internal and external events
• Manage monthly accruals and coordinate with Finance
• Support budget planning, tracking, and adjustments
• Support the Medical Affairs SharePoint, including access management and uploading meeting folders
• Update and maintain contact lists
• Act as the first contact for requests of supported individuals
• Serve as an ambassador for the Medical Affairs Department
• Collaborate with Administrative Assistants across the company on joint meetings and projects
• Support contract management, including vendor profiles, online contract requests, purchase orders, DocuSign, invoicing, project tracking, and Legal and Finance follow-up
• Coordinate assigned projects and assist with other projects
• Coordinate the Project Management core team, resources, equipment, and information
• Implement and maintain appropriate project management processes
• Manage communication and planning

Requirements

• 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
• Employment with ICON is contingent upon having the legal right to work in the country where the role is based

Core Competencies

Demonstrates strong organizational and communication skills while providing executive support to senior management in the Medical Affairs Department. Proficient in managing calendars, coordinating meetings, and supporting project management processes.

Highest-signal resume keywords

• Executive Support
• Calendar Management
• Project Coordination
• Office Software Proficiency
• Budget Tracking

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Project Coordination
• Budget Planning
• Expense Reporting
• Contract Management
• Logistics Support
• Access Management
• Meeting Coordination
• Document Management
• Data Entry

Soft Skills

• Problem Solving
• Communication
• Reliability
• Discretion
• Organizational Skills

Industry Keywords

• Medical Affairs
• Multi-National Company
• Administrative Support
• Vendor Management
• Project Management

Tools & Technologies

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• SharePoint
• DocuSign