Executive Administrative Assistant/Project Coordinator - Medical Affairs

IRE • Wilmington, DE

2d • Onsite

About The Position

ICON is a global healthcare intelligence and clinical research organisation united by a mission to bring new medicines and treatments to patients faster. As a values-driven organisation, integrity, collaboration, agility, and inclusion are at the heart of how we work and interact with each other, customers, patients and suppliers. The role will be onsite Monday - Friday located in the Wilmington, DE office.

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.

Responsibilities

• 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

Benefits

• Competitive base salary and performance related incentives
• Health and wellbeing programmes including medical, dental, and vision coverage where applicable
• Retirement and pension plans
• Life assurance and disability coverage
• Employee assistance programmes and wellbeing resources
• Learning and development opportunities through structured training and career pathways

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree