Administrative & Office Assistant

IBA (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. 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 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).
General administrative tasks including taking incoming calls and providing information to callers
Organizing business-related travel itineraries to and from the site, planning hotel stays, taxis, and car pool management
Providing HR support (tracking vacation and coordination with payroll)
Tracking the receipt and shipping of all spare parts for the site
Coordinating delivery and shipping of equipment and parts with other sites
Following up on the ordering, shipping and warehousing of all parts and materials to support operations
Accounting support: Managing site purchasing accounts (vendors, subcontractors, etc.)
Monitoring and recording petty cash and site financial account usage
Preparing and monitoring invoices and expense reports
Minimum 3 years’ experience as Administrative Assistant or Office Manager
Strong written and verbal communication skills in Italian and English
A team player with strong interpersonal skills
You have experience in HR or accountancy administration
You have strong knowledge of MS Office; knowledge of SAP is a plus