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Medical Admin Assistant I

Reference: JR072607

Job Title: Medical Affairs Assistant

Location: Warsaw, Poland - office based

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?

At ICON, we have an incredible opportunity for a Medical Affairs Administrator to join our team in Warsaw, Poland.

The Medical Administrative Assistant I will maintain efficient and accurate daily work flow of documents (paper & electronic) and information within Medical Affairs (MA) department and will provide administrative support to MA departmental staff as required.

The Job:

  • Provide Administrative Support for Medical Monitors and Medical Affairs Specialists (MAS)
  • Prioritize and schedule project meetings as directed by MM and MAS, including preparation and distribution of presentations, agendas, reserving conference rooms, coordinating materials for distribution, insuring technical facilities setup prior to start of meetings, etc.
  • Produce accurate, complete and professional correspondence, including meeting minutes, as assigned within designated timelines across project meetings (i.e. MM monthly team meetings, PRMs, etc.)
  • Coordinate setup of required systems during study startup (mailboxes, distribution lists, fax numbers, Tracking tools, etc.) as they apply to MA tasks
  • Maintain tracking systems during active study period (i.e. eligibility, laboratory reports, ECGs, etc.) as required within assigned studies
  • Schedule and track project review meetings
  • Maintain project training records as required
  • Maintain electronic / paper SSP binders as necessary
  • Ensure regularly scheduled maintenance of MIMS for assigned projects
  • Work with MAS to develop File Management plan for assigned projects
  • Lead all aspects of filing maintenance in TMF and eTMF (ICOMaster, Y:Drive, or sponsor-specific system) for assigned projects
  • Assist Medical Affairs team with obtaining and filing eSignatures for required study documents
  • Oversee archiving and scanning activities at study closeout
  • Completion, including submission, of expense reports for MA team members
  • Assist with travel preparations for bid defense and project specific meetings, e.g., insure that all applicable forms are completed per ICON policies and procedures for business travel
  • Manage and maintain administrative tasks as they pertain to coverage of 24/7 Emergency Medical Monitor system
  • Assist with audit preparations as requested by MA team members


  • Good verbal and written communication skills
  • Proficient in English (verbal and written)
  • Basic computer skills (Microsoft Office applications, specifically Word, Excel, Visio, and PowerPoint)
  • Attention to detail
  • Good organizational and time management skills
  • Knowledge of medical terminology
  • Familiarity with standard office equipment (copier/printer, fax)
  • Ability to work as part of a team

Why join us?

Other than working with an outstanding team of ambitious people, we also offer a very competitive benefits package. This varies from country to country so a dedicated recruiter will discuss this with you at interview stage.

We care about our people as they are the key to our success. We provide an open and friendly work environment where we empower people and provide them with opportunities to develop their long term career.

Ongoing development is vital to us, and as a Principal Medical Writer, you will have the opportunity to progress your career, with the potential to move into other related areas to improve your skillset. Our benefits package is competitive, our scope is international, and we sincerely 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/colour/religion/sex/sexual orientation/gender identity/disability/vet/national origin


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