About this role
ICON
About the role
Senior Site Management Associate (Learning Project)
At ICON Strategic Solutions, you will work in a sponsor-dedicated model, supported by ICON’s global expertise.
As the world’s largest FSP organisation, with over 90 sponsor partnerships, we offer stability, career development and a collaborative environment where your work contributes to the development of treatments that benefit patients worldwide.
What You Will Do:
- Project Coordination and Tracking
- Support Learning Strategy Project Leads in managing timelines, milestones, and deliverables across multiple concurrent global initiatives.
- Maintain project plans, trackers, and status reports (for example, the IE Learning Framework tracker), and flag risks, dependencies, and delays.
- Schedule and facilitate team check-ins, capture minutes, decisions, and actions, and follow up to close them.
- Coordinate intake and prioritization of learning requests from IE leadership and business partners.
- Global Training Program Support
- Coordinate logistics for IE training programs, including scheduling, invitations, registrations, attendance, and follow-up.
- Support recruitment, onboarding, and scheduling of learning facilitators and certified coaches.
- Track curriculum assets, versions, and ownership to support the team's role as global liaison for the IE curriculum.
- Support field-based learning activities, such as CRL observations and feedback, with scheduling and documentation.
- Meeting and Event Management
- Plan and manage logistics for team meetings and global face-to-face sessions, including agendas, travel, venues, budgets, materials, and post-meeting summaries.
- Coordinate virtual sessions and recurring calls, including Teams set-up, recordings, and distribution of materials.
- Prepare meeting materials, presentations, and summaries
- Communications and Change Support
- Draft, format, and distribute team communications, newsletters, and announcements in partnership with OCM and communications colleagues.
- Support change management activities for learning and technology rollouts, such as stakeholder lists, communication calendars, and readiness tracking.
- Serve as a point of contact for routine questions from IE colleagues and direct them to the right Learning Strategy team member.
- Content, Systems, and Knowledge Management
- Maintain team SharePoint sites, Teams channels, and shared folders, including streamlined file structure, naming conventions, permissions, and archiving.
- Support the storage, sharing, and reuse of training resources in alignment with the IE L&D Strategy.
- Assist with the LMS and other learning technology, including uploading materials and running reports.
- Identify opportunities to standardize or automate repeatable administrative processes.
- Vendor, Budget, and Compliance Administration
- Support vendor engagement, including purchase requests, purchase orders, invoice tracking, and coordination of deliverables.
- Track team budget and forecast information and prepare basic financial reports.
- Support adherence to policies, training compliance, and document management requirements.
- Team Administrative Support
- Manage calendars, scheduling across global time zones, and meeting coordination for team members as needed.
- Process expense reports and other administrative tasks.
- Onboard new team members and contractors, including access, systems, and introductory materials as required.
Your Profile:
- Bachelor's degree, or associate's degree with equivalent relevant experience.
- Minimum 2 years of experience in project coordination or project management in clinical trials
- Experience with Microsoft 365 tools (Teams, SharePoint, Outlook, Excel, PowerPoint).
- Up to 10% travel, primarily to support global team meetings.
- Comfort learning new technologies, including AI-enabled and CRM tools, and helping others adopt them
- Ability to work independently, anticipate needs, and follow through with minimal direction
- Ability to develop project plans for site level learning
- Strong organizational skills, with attention to detail and the ability to manage multiple concurrent priorities and deadlines
- Familiarity with learning and development processes, learning management systems, or training operations
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
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