OverviewIBA (Ion Beam Applications) is a world leader in proton therapy, an advanced form of radiation therapy that enables precise, targeted treatment of cancer while sparing healthy tissue. Each proton therapy center combines cutting-edge technology, complex infrastructure, and collaboration with hospital teams. The installation and operational launch require dedication, precision, and a strong partnership mindset. IBA collaborates with the Oncology Referral Center, Centro di Riferimento Oncologico IRCCS to bring advanced cancer treatment to more patients.As Site Administrative Assistant, you will be responsible for the overall office management and act as the contact person between Headquarters and the site. You will perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, and supporting the local Proton Therapy site.The installation is expected to be completed within 11 months with a start planned for May–June 2026. The start date may be adjusted if necessary. The contract will start around January 2026, followed by training until the start of the installation (in Italy, Belgium and abroad).We offer a fixed-term contract of 13 months with the possibility of extension (2 months of training + 11 months for the installation).ResponsibilitiesNote: replace any tags with per policy.General administrative tasks including taking incoming calls and providing information to callersIncoming and outgoing correspondenceComposing memos and generating reportsOrganizing business-related travel itineraries to and from the site, planning hotel stays, taxis, and car pool managementProviding HR support (tracking vacation and coordination with payroll)Tracking the receipt and shipping of all spare parts for the siteCoordinating delivery and shipping of equipment and parts with other sitesFollowing up on the ordering, shipping and warehousing of all parts and materials to support operationsAccounting support: Managing site purchasing accounts (vendors, subcontractors, etc.)Monitoring and recording petty cash and site financial account usagePreparing and monitoring invoices and expense reportsWhat we valueYou have:Minimum 3 years’ experience as Administrative Assistant or Office ManagerStrong written and verbal communication skills in Italian and EnglishAnd you also areCapable of working autonomouslyAble to manage your time efficientlyAble to follow rules and regulations and to deliver on strict deadlinesA team player with strong interpersonal skillsCherry on the cakeYou have experience in HR or accountancy administrationYou have strong knowledge of MS Office; knowledge of SAP is a plusYou have ideally experience in an international environment
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