Editorial Assistant

Editorial Assistant - Scientific Publications

Home-Based or Office-Based Role, Flexible Location

At ICON, it's our people that set us apart.

As a global provider of drug development solutions, our work is serious business. But that doesn't mean you can't have fun while you do it. With our vision to be the partner of choice in drug development, we hire only the best and brightest in the industry. Are you one of them?

We are looking for conscientious, resilient, and inspiring individuals to join our team. As an Editorial Assistant, your primary responsibility will be to provide support for one of the large client account teams within ICON Global Medical Communications (GMC) group, including assisting the Scientific Team with tracking, monitoring, and database entry of scientific and medical publications. This is an entry-level position. The Editorial Assistant will report to the Senior Scientific Manager (SSM, aka Scientific Director) and will work closely with both the SSM and the Senior Project Leader (SPL) on the assigned client account and will interact with all team members as required.

The Role

Being able to multitask throughout the day and stay focused and organized are key factors to success in this role, as is being able to switch gears as needed to address urgent requests. Additionally, this role will interface with key ICON clients making professional demeanor, appearance, and behavior absolute requirements of day-to-day roles and responsibilities.

Working with ICON's Knowledge Manager Database is a core function of this role. Other functions span basic yet essential tasks across the scientific and medical publication landscape, such as assisting with literature searches, manuscript and abstract submissions and other relevant project and editorial management tasks. Although prior experience working with network databases is helpful, it is not necessary; ample onboarding, training, and interactive review of assigned work and your progress will be provided. Based on this and the overall description, the Editorial Assistant-Scientific Publications role will fall broadly across the following approximate allocations (as needs may vary, these allocations may be altered as necessary/required). To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

65% of the role is Database Management

• Create entries in a client's citation (reference) manager database using the Knowledge Manager platform
• Work with a partner on the client's team to identify published articles and congress abstracts/presentations currently available in the client's SharePoint database for addition to Knowledge Manager
• Work with members of the aligned ICON account team to search PubMed and EMBASE online databases for publications and congress materials (abstracts, poster presentations, other presentations) that meet pre-specified criteria for addition to Knowledge Manger
• Add metadata to each Knowledge Manager citation, tagging them with key information that has been pre-specified by the client and/or the ICON team
• Communicate with client team partners as directed by the SSM and/or SPL

30% of the role is other Editorial Assistance

• Perform and/or contribute to weekly literature searches (e.g., using PubMed, other online databases) and associated alerts that the ICON team provides to the client
• Perform and/or contribute to quarterly updates to a large database summarizing key details on ~140 medical/scientific congresses (meetings) the client has identified
• Perform and/or contribute to annual updates to a similar database focused on ~100 journals of high interest the client has identified
• Create PDF documents (mock submissions) as directed in preparation for manuscripts and abstracts to be submitted to scientific journals and medical congresses
• Search for and download as directed author guidelines from identified journal and congress website to internal databases (e.g. SharePoint)
• Order scientific/medical publications (articles) for team medical writers as requested

5% of the role is General Administration

• Proactively request assistance or clarification of tasks when needed, including proactive management of deadlines and all timelines
• Attend company, team, and department meetings, coming prepared to provide updates on the status of projects
• Record all project time in ICON's time tracking system
• Maintain personal goals in the Performance section of Workday, ICONs self-management tool
• Complete all mandatory training (ICON iLearn) courses and compliance training as required for select clients
• Perform any other duties as required or assigned

What you need

• Baccalaureate degree or higher required
  • Candidates with degrees in scientific and/or medical fields or in publishing is a plus
  • Applicants who have recently obtained their degree are encouraged to apply
  • Applicants with prior relevant experience in a medical publications/medical communications agency preferred
• Exceptional time management skills
• Demonstrable command of the English language (read, write, and speak)
• Excellent verbal/written communication skills
• Being able to problem-solve is essential
• Familiarity preferred but ability to learn and gain proficiency with network directories/databases is required (for example, Knowledge Manager, DataVision) required
• Familiarity preferred but ability to learn and gain proficiency with commonly used software is required, including but not limited to MS Office suite, SharePoint, EndNote, Acrobat Pro, Knowledge Manager
• An interest in the drug development process and medical communications
• A love of the written word and a desire to see projects through to completion
• The following qualifications are helpful but not required
  • Ability to read, analyze, and interpret scientific and technical journal content
  • Familiarity with AMA, ICMJE, and GPP guidelines
• A strong desire to be a key part of a global network of services that lead to better outcomes for its clients, its people, and for patients…apply now and Own IT@ICON!

Why join us?

Ongoing development is vital to us, and as an Editorial Assistant, you will have the opportunity to progress your career, with the potential to move into other related areas to enhance your skill set. Our benefits package is competitive, our scope is international, and we genuinely care about our people and their success.

ICON is an equal opportunity employer and committed to providing a workplace free of any discrimination or harassment.

EOE race/color/religion/sex/sexual orientation/gender identity/disability/vet/national origin