Senior Administrative Assistant AI and Data

Position: Senior Administrative Assistant for AI and Data

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…