Senior Administrative Assistant for AI and Data

ICON plc • Wilmington, DE

6d

About The Position

The Senior Administrative Assistant for AI & Data provides high-level administrative and operational support to ICON’s AI & Data organization, working most directly with and reporting to the Chief Data & AI Officer. The role supports leadership priorities, team operations, and cross-functional engagements in a fast-paced, rapidly evolving public company environment. The ideal candidate is highly organized, detail-oriented, proactive, discreet, and able to manage multiple priorities while anticipating leadership needs.

Requirements

• At least 8 years of administrative, operations, or project coordination experience supporting senior leadership in a fast-paced corporate environment.
• Experience supporting senior executives, preferably 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 internal and external events.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams), calendar management systems, and productivity and collaboration tools.
• Familiarity with data and AI concepts and terminology, and curiosity about emerging technologies sufficient to support a leader and team in this area.
• Exceptional organizational and project management skills, including the ability to manage 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 and exceptional attention to detail.
• Discretion and professionalism when handling confidential and corporate information.
• Strong judgment and the ability to anticipate needs, solve problems proactively, and work independently with minimal supervision.
• Proactive and resourceful approach, with the ability to remain calm and effective in fast-paced or high-pressure environments.
• Legal right to work in the country where the role is based.

Nice To Haves

• Bachelor’s degree preferred.
• Comfort using AI tools to improve productivity is strongly preferred.

Responsibilities

• Serve as an operational partner to the Chief Data & AI Officer, managing priorities, timelines, initiatives, and internal and external engagements.
• Maintain visibility across the AI & Data organization and anticipate operational needs to prepare leadership for meetings, conferences, and internal engagements.
• Provide administrative support, 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 planning and execution of AI & Data leadership meetings, offsites, and executive and cross-functional reviews.
• Manage meeting and event logistics, including executive schedules, calendars, travel coordination, vendor management, attendee tracking, and briefing materials.
• Coordinate domestic and international travel, including detailed itineraries and conference travel planning.
• Coordinate AI & Data activities across executive leadership, R&D, Commercial, IT, Legal, Compliance, Finance, Strategy, and other internal groups.
• Support administrative needs of the AI & Data leadership team and broader organization, including onboarding logistics, 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.
• Track purchase orders, invoices, and spending 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 discretion.
• Identify opportunities to improve operational efficiency and streamline administrative processes, including through the use of AI tools.
• Support cross-functional meeting and event planning.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Senior