ICON Clinical Research Medical Admin Assistant I in Warsaw, Poland

Medical Administrative Assistant I – Medical Affairs

ICON plc, a leading global Contract Research Organisation (NASDAQ listed) employing 13,500 people in 37 countries seeks a Medical Administrative Assistant I to join the Medical Affairsteam 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:

  • Recognize, exemplify and adhere to ICON's values which center around our commitment to People, Clients and Performance

  • As a member of staff, the employee is expected to embrace and contribute to our culture of process improvement with a focus on streamlining our processes adding value to our business and meeting client needs

  • Provide Administrative Support for Medical Monitors and Medical Affairs Specialists (MAS)

  • Organize and schedule project meetings as directed by MM and MAS, including preparation and distribution of presentations, agendas, reserving conference rooms, organizing 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.)

  • Organize 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

  • Oversee 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


  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Good verbal and written communication skills

  • Fluent 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

Benefits of Working in ICON

ICON enjoys a strong reputation for quality and is focused on staff development. We make it our mission to attract the most diverse and creative minds into the business and we continually strive to provide opportunities for our people to excel, grow and build a great career.

We understand that our greatest asset is the skills and talents of our people and they are truly what set us apart. Other than working with a great team of smart and energetic 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.