Senior Administrative Assistant for AI and Data

ICON Strategic Solutions; Wilmington (DE); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Annual leave

Health insurance

Retirement plan

Employee assistance program

Life insurance

Flexible benefits

Job summary

ICON Strategic Solutions is seeking a Senior Administrative Assistant for AI & Data to provide high-level administrative support to the Chief Data & AI Officer. You will manage calendars, travel, and communications, draft materials, and coordinate cross-functional activities across the AI & Data organization.

The role requires discretion, proactive problem solving, and the ability to operate independently in a fast-paced, public company environment.

Qualifications

• Bachelor's degree; 8+ years in administrative, operations, or project coordination supporting senior leadership.
• Experience supporting senior executives in a technology, data, analytics, or AI-focused organization within a public company.
• Demonstrated ability to coordinate complex executive schedules, travel logistics, and high-visibility events.
• Advanced proficiency in Microsoft Office and collaboration tools; comfort using AI tools to enhance productivity.
• Familiarity with data and AI concepts; strong written and verbal communication with attention to detail.

Responsibilities

• Serve as a trusted operational partner to the Chief Data & AI Officer, managing priorities and execution of key initiatives and engagements.
• Maintain visibility across the AI & Data organization and anticipate operational needs for meetings, conferences, and internal engagements.
• Provide calendar, travel planning, and prioritization of leadership and cross-functional commitments.
• Draft and proofread correspondence, manage presentation materials, and help organize team and company events.
• Support planning and execution of AI & Data leadership meetings, offsites, and reviews.
• Coordinate meeting logistics, travel itineraries, vendor management, and briefing materials.
• Ensure coordination of activities across internal stakeholders including executive leadership, and cross-functional teams.
• Support onboarding for new hires and contractors, team rosters, org charts, and distribution lists.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion & confidentiality

Cross-functional collaboration

Education

Bachelor's degree preferred

Tools

Microsoft 365

Microsoft Word/Excel/PowerPoint

Job description

At ICON Strategic Solutions, you will work in a sponsor-dedicated model, supported by ICON’s global expertise. As the world’s largest FSP organisation, with over 90 sponsor partnerships, we offer stability, career development and a collaborative environment where your work contributes to the development of treatments that benefit patients worldwide.

The Senior Administrative Assistant for AI & Data provides high-level administrative and operational support to the AI & Data organization and works most directly with the Chief Data & AI Officer. Reporting to the Chief Data & AI Officer, the ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced, rapidly evolving public company environment. This role requires strong communication skills, discretion, and the ability to anticipate needs while ensuring seamless execution of leadership priorities, team operations, and cross-functional engagements across the AI & Data organization.

What You Will Do

• 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 to ensure leadership is prepared for meetings, conferences, and internal engagements.
• Provide administrative support to the Chief Data & AI Officer, including forward planning of calendars and travel, and prioritizing leadership, executive, and cross-functional commitments.
• Draft and proofread correspondence, manage presentation materials, and help organize team and company events.
• Support operational planning and execution of AI & Data leadership team meetings, offsites, and executive and cross-functional reviews.
• Manage meeting and event logistics including executive schedules, meeting calendars, travel coordination, vendor management, attendee tracking, and preparation of briefing materials.
• Coordinate domestic and international travel logistics, including detailed itineraries and conference travel planning.
• Ensure coordination of key AI & Data activities across internal stakeholders including executive leadership, R&D, Commercial, IT, Legal, Compliance, Finance, Strategy and other groups.
• Support administrative needs of the AI & Data leadership team and broader organization, including onboarding logistics for new hires and contractors, team rosters, org charts, and distribution lists.
• Manage expense reporting and administrative documentation including invoices, registrations, memberships, subscriptions, software and data licenses, purchase orders, SOWs and vendor onboarding for the AI & Data organization.
• Support budget and vendor administration by tracking purchase orders, invoices, and spend against plan in partnership with Finance and the AI & Data leadership team.
• Handle sensitive and confidential information, including strategic plans, personnel matters, and proprietary data and AI initiatives, with the highest level of discretion.
• Identify opportunities to improve operational efficiency and streamline AI & Data administrative processes, including the use of AI tools to enhance productivity.
• Support cross-functional coordination for meetings and event planning.

Your Profile

You will bring relevant clinical research experience, along with the following qualifications and skills.

Required Qualifications And Experience

• Bachelor's degree iBachelor’s degree preferred.
• 8+ years of administrative, operations, or project coordination experience supporting senior leadership in a fast-paced corporate environment.
• Experience supporting senior executives, preferably within a technology, data, analytics, or AI-focused organization in a public company environment.
• Demonstrated experience coordinating complex executive schedules, travel logistics, and high-visibility internal and external events.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), calendar management systems, and productivity and collaboration tools; comfort using AI tools to improve productivity strongly preferred.
• Familiarity with data and AI concepts and terminology, and genuine curiosity about emerging technologies, sufficient to support a leader and team in this space.
• Exceptional organizational and project management skills with the ability to manage multiple competing priorities and deadlines.
• Ability to coordinate complex logistics involving senior executives, cross-functional teams, and external partners and vendors.
• Excellent written and verbal communication skills with exceptional attention to detail.
• High level of discretion and professionalism when handling confidential and corporate information.
• Strong judgment and ability to anticipate needs, solve problems proactively, and operate independently with minimal supervision.
• Highly proactive and resourceful, with the ability to remain calm and effective in fast-paced or high-pressure environments.

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 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.