Job Description

Administrative Assistant- ICON San Antonio TX

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development

Administrative Assistant – ICON (On‑Site | San Antonio, TX)

We are seeking a proactive and detail‑oriented Administrative Assistant to support our diverse and dynamic team at ICON. In this role, you will provide high‑level administrative support to local leadership, exercising sound judgment to plan, prioritize, and manage a varied workload. You will also play a key role in supporting clinic operations, including vendor coordination, contracting, and processing vendor invoices and stipend payments through electronic systems.

The Role

• Administrative Support — Manage daily administrative tasks including file organization, email correspondence, and professional phone communication on behalf of department leadership and staff.
• Calendar & Meeting Coordination — Schedule and coordinate meetings, maintain calendars, arrange conference rooms, support virtual meeting setup, and organize catering when needed.
• Materials & Documentation — Collect, prepare, and distribute meeting materials efficiently and accurately.
• Travel & Expense Management — Arrange departmental travel, secure required approvals, and process travel and departmental expenses with accuracy and timeliness.
• Data & Reporting — Gather data from multiple sources to support the creation of reports, presentations, and other documentation.
• Report Oversight — Run, audit, and maintain department‑specific reports; identify discrepancies; and communicate updates or corrections promptly.
• Professional Communication — Draft clear, polished correspondence, emails, and presentations for internal and external stakeholders.

Your Profile

• 1+ years of administrative experience, with strong proficiency in Microsoft Office Suite (Excel, Outlook, etc.).
• Basic accounting or financial skills, including the ability to track and reconcile services, invoices and stipend payments.
• Exceptional organizational and time‑management abilities, with the capacity to manage multiple priorities in a fast‑paced environment.
• Strong written and verbal communication skills, with a customer‑focused and service‑oriented approach.
• High attention to detail, strong problem‑solving skills, and the ability to handle sensitive information with discretion and professionalism.

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, TELUS Health, offering 24-hour access to a global network of over 80,000 independent specialised 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, subsidised 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