Administrative Assistant

IRE • San Antonio, TX

1d • Onsite

About The Position

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. We are seeking a proactive and detail-oriented Administrative Assistant to support our diverse and dynamic team at ICON. In this role, you will provide high-level administrative support to local leadership, exercising sound judgment to plan, prioritize, and manage a varied workload. You will also play a key role in supporting clinic operations, including vendor coordination, contracting, and processing vendor invoices and stipend payments through electronic systems.

Requirements

• 1+ years of administrative experience, with strong proficiency in Microsoft Office Suite (Excel, Outlook, etc.).
• Basic accounting or financial skills, including the ability to track and reconcile services, invoices and stipend payments.
• Exceptional organizational and time-management abilities, with the capacity to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills, with a customer-focused and service-oriented approach.
• High attention to detail, strong problem-solving skills, and the ability to handle sensitive information with discretion and professionalism.

Responsibilities

• Manage daily administrative tasks including file organization, email correspondence, and professional phone communication on behalf of department leadership and staff.
• Schedule and coordinate meetings, maintain calendars, arrange conference rooms, support virtual meeting setup, and organize catering when needed.
• Collect, prepare, and distribute meeting materials efficiently and accurately.
• Arrange departmental travel, secure required approvals, and process travel and departmental expenses with accuracy and timeliness.
• Gather data from multiple sources to support the creation of reports, presentations, and other documentation.
• Run, audit, and maintain department-specific reports; identify discrepancies; and communicate updates or corrections promptly.
• Draft clear, polished correspondence, emails, and presentations for internal and external stakeholders.

Benefits

• 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, TELUS Health, offering 24-hour access to a global network of over 80,000 independent specialised 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, subsidised travel passes, health assessments, among others.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed