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Administrative Assistant

  1. Mexico City, Raleigh
JR118196
  1. Facilities & Administratives Services
  2. ICON Full Service & Corporate Support
  3. Office Based

About the role

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At ICON, it’s our people that set us apart. Our diverse teams enable us to become a better partner to our customers and help us to fulfil our mission to advance and improve patients’ lives.

Our ‘Own It’ culture is driven by four key values that bring us together as individuals and set us apart as an organisation: Accountability & Delivery, Collaboration, Partnership and Integrity. We want to be the Clinical Research Organisation that delivers excellence to our clients and to patients at every touch-point. In short, to be the partner of choice in drug development.

That’s our vision. We’re driven by it. And we need talented people who share it.
If you’re as driven as we are, join us. You’ll be working in a dynamic and supportive environment, with some of the brightest and the friendliest people in the sector, and you’ll be helping shape an industry.
 

Locations Open To: Wilmington, NC; Raleigh, NC; Blue Bell, PA  Offices or Mexico City, Mexico

Company Description: At ICON PLC, we're dedicated to accelerating the development of drugs and devices that save lives and improve quality of life. As a global leader in drug development solutions and services, we're looking for talented individuals who share our passion for making a difference.

Position Summary: Are you a multitasking maestro with a knack for organization and a passion for supporting teams? We're seeking an Administrative Assistant to join our Project Delivery Senior Leadership Team at ICON PLC. This role offers the opportunity to play a vital role in ensuring the smooth operation of our projects and supporting our dynamic team.

Responsibilities:

  • Add leadership assignments into trackers to ensure accurate project management.

  • Update Excel Tracker and pull data dump from Tableau to keep project data up-to-date and accessible.

  • Ensure timely reporting by sending Missing Timesheet reports to the Leadership Team.

  • Keep stakeholders informed and engaged by sending out Weekly communications with updates.

  • Be a valuable presence in meetings, providing support and taking notes as needed.

  • Keep the team on track by sending out Timesheet reminder emails and providing weekly summaries of communications to the Senior Leadership Team.

  • Facilitate smooth operations by booking office spaces for leaders as needed and managing expense reporting.

  • Assist in preparing for Global Calls by managing slide decks for resourcing and providing support as needed.

Various Ad Hoc tasks including (but not limited to):

  • Coordinate travel arrangements with precision and attention to detail.

  • Schedule VP meetings and manage calendars effectively.

  • Keep track of team time off by updating the PTO tracker accurately.

  • Arrange Hotel Blocks for team travel with efficiency.

  • Assist in planning events and conferences, ensuring they run smoothly from start to finish.

  • Order necessary supplies for conferences and events, ensuring everything is in place.

  • Support new team members by assisting with tasks related to their onboarding process.

  • Arrange catering for meetings and events, ensuring everyone is well-fed.

  • Manage distribution lists and ensure accurate system access management.

Qualifications:

  • Previous experience in an administrative role or similar position.

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

  • Exceptional organizational and time management skills.

  • Strong attention to detail and accuracy.

  • Ability to multitask and prioritize tasks effectively.

  • Excellent written and verbal communication skills.

  • Proactive problem-solving abilities.

  • Ability to work both independently and as part of a team.

  • Bachelor's degree preferred but not required.


Benefits of Working in ICON:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a culture that rewards high performance and nurtures talent.

We offer very competitive salary packages. And to keep them competitive, we regularly benchmark them against our competitors. Our annual bonuses reflect delivery of performance goals – both ours and yours.
We also provide a range of health-related benefits to employees and their families and offer competitive retirement plans – and related benefits such as life assurance – so you can save and plan with confidence for the years ahead.
But beyond the competitive salaries and comprehensive benefits, you’ll benefit from an environment where you are encouraged to fulfil your sense of purpose and drive lasting change.

ICON is an equal opportunity and inclusive employer and 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 through the form below.

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