Project Administrative Assistant

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

ICON is a global healthcare intelligence and clinical research organisation united by a mission to bring new medicines and treatments to patients faster.

As a values-driven organisation, integrity, collaboration, agility, and inclusion are at the heart of how we work and interact with each other, customers, patients and suppliers.

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

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Employment with ICON is contingent upon having the legal right to work in the country where the role is based.

Rewards & Benefits

ICON offers a competitive and comprehensive total rewards package designed to support your health, wellbeing, and career development.

Benefits may include:

• 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

Benefits may vary depending on role and location.

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

Inclusion and Accessibility

ICON is an equal opportunity employer. We are committed to building an inclusive and accessible workplace where everyone feels valued and supported.

If you require reasonable accommodations during the recruitment process, please let us know or submit a request here.

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