# Senior Administrative Assistant for AI and Data

**Company**: ICON Strategic Solutions
**Location**: Wilmington, DE
**Experience**: senior
**Job type**: full-time
**Category**: Operations
**Industry**: Consulting

**Apply**: https://icon.wd3.myworkdayjobs.com/en-US/broadbean_external/job/Wilmington-DE/Senior-Administrative-Assistant-for-AI-and-Data_JR163181?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply
**Canonical**: https://yubhub.co/jobs/job_6f8b3b17-0b0

## Description

As a Senior Administrative Assistant for AI and Data at ICON Strategic Solutions, you will provide high-level administrative and operational support to the AI & Data organization and work closely with the Chief Data & AI Officer.

Responsibilities:

- 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:

- Bachelor'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 company environment.

- Demonstrated experience coordinating complex executive schedules, travel logistics, and high-visibility internal and external events.

- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), calendar management systems, and productivity and collaboration tools; comfort using AI tools to improve productivity strongly preferred.

- Familiarity with data and AI concepts and terminology, and genuine curiosity about emerging technologies, sufficient to support a leader and team in this space.

- Exceptional organizational and project management skills with the ability to manage multiple competing priorities and deadlines.

- Ability to coordinate complex logistics involving senior executives, cross-functional teams, and external partners and vendors.

- Excellent written and verbal communication skills with exceptional attention to detail.

- High level of discretion and professionalism when handling confidential and corporate information.

- Strong judgment and ability to anticipate needs, solve problems proactively, and operate independently with minimal supervision.

- Highly proactive and resourceful, with the ability to remain calm and effective in fast-paced or high-pressure environments.

Rewards & Benefits:

- Competitive base salary and performance-related incentives

- Health and wellbeing programmes including medical, dental, and vision coverage where applicable

- Retirement and pension plans

- Life assurance and disability coverage

- Employee assistance programmes and wellbeing resources

- Learning and development opportunities through structured training and career pathways

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## Skills

### Required
- Microsoft Office
- calendar management
- project management
- data analysis
- AI tools

### Nice to have
- data and AI concepts
- emerging technologies

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