Site Administrative Assistant

Mission

At IBA (Ion Beam Applications), we are world leaders in proton therapy—an advanced form of radiation therapy that enables precise, targeted treatment of cancer while sparing healthy tissue. Each proton therapy center we build is a combination of cutting-edge technology, complex infrastructure, and close collaboration with hospital teams. The installation and operational launch of these systems require dedication, precision, and a strong partnership mindset.

IBA is proud to collaborate with the Oncology Referral Center, Centro di Riferimento Oncologico IRCCS to bring advanced cancer treatment to more patients. 

As Site Administrative Assistant, you are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.

The installation is expected to be completed within 11 months with a start planned on 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). 

Challenges we trust you with

General administrative tasks including

• Coordinating meetings
• Taking incoming calls and providing information to callers
• Incoming and outgoing correspondence
• Composing memos and generating reports
• Organizing business related travel itineraries to and from the site, plan hotel stays, taxis and car pool management
• Providing HR support (tracking vacation & coordination with payroll) 

Logistics support

• 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

What we value

You have:

• Minimum 3 years’ experience as Administrative Assistant or Office Manager
• Strong written and verbal communication skills in Italian and English  

And you also are:

• Capable of working autonomously
• Able to manage your time efficiently
• Able to follow rules and regulations and to deliver on strict deadlines
• A team player with strong interpersonal skills

Cherry on the cake

• You have an experience in HR or accountancy administration;  
• You have strong knowledge of MS Office whereas knowledge of SAP 
• You have ideally an experience in an international environment