Senior Administrative Assistant for AI and Data

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