Project Administrative Assistant

Project Administrative Assistant - Poland or Bulgaria - Home or office based

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

Mapi Research Trust (MRT) is a non-profit organization dedicated to improving patients' quality of life by facilitating access to information for all stakeholders in the field of Patient Centered Outcomes, particularly for Clinical Outcome Assessments (COAs).

The Project Administrative Assistant joins the COA Licensing team supporting studies awarded to ICON. This role focuses on the coordination, administrative and financial management of COA licensing projects, with a strong emphasis on revenue recognition, budget tracking, and invoice coordination, and extend to collecting and updating COA information, and supporting their distribution (printing/shipping).

The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks and stakeholders in a deadline-driven environment.

If you are looking to join a company that will offer you a strong support network with an inspiring and motivating working environment, then this is the job for you.  

Key Responsibilities:

• Support the administrative and financial management of assigned COA licensing projects
• Collect, verify, and maintain project and financial data to support accurate revenue recognition
• Verify COA data and information and save it in relevant tools.
• Track project financials, ensuring accuracy across budgets, invoicing, and internal systems
• Manage and process financial transactions, including invoice requests, validation, and follow-up
• Maintain accurate and up-to-date project trackers, financial records, and documentation
• Generate standard project and financial status reports
• Monitor timelines and follow up on pending actions, deliverables, and approvals
• Liaise with internal stakeholders and external partners to support timely and accurate processes
• Identify and flag data discrepancies or process issues and escalate as appropriate
• Contribute to data quality and continuous improvement of tools and processes
• Performs other duties and tasks as are allocated at the reasonable discretion of the Company.

What You Will Bring

• 2+ years of experience in project administration, financial coordination, or similar roles
• Experience working with invoicing, budgeting, or revenue tracking processes
• Strong attention to detail and accuracy, particularly with data and financial information
• Good organizational and multitasking skills, with the ability to manage competing priorities
• Strong communication skills and ability to work in an international team environment
• Proficiency in MS Office (especially Excel) and data tracking tools.
• Proactive and structured approach to work

Nice to have:

• Experience in clinical research, COA licensing, or similar environment
• Familiarity with tools such as Monday.com

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

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON 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 or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

Are you a current ICON Employee? Please click here to apply