Site Administrative Assistant

Mission

IBA is hiring the installation & operation team for Hyderabad’s first Proton Therapy (PT) Center. The PT center will be home to IBA Proteus One, featuring a compact one-room solution powered by a superconducting synchrocyclotron. The installation is expected to start between November 2026 and January 2027. It will be delivered within 12 months by an IBA team of 9 motivated individuals.

Challenges we trust you with

As Site Logistics & Administrative Assistant, you are responsible for the overall office management, administrative support to the Site Manager and logistics on site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.

As Site Logistics & Administrative Assistant, you are responsible for:

• 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 stay & taxis, support visa applications for employees
  • Providing HR support (tracking vacation & illness, coordination with payroll)
  • Supporting the Site Manager for administrative tasks
  • Sorting, scanning & archiving business and operation paperwork

• Logistics support:

• • Tracking the receipt and shipping of all spare parts for the site
  • Coordinating delivery and shipping of equipment and parts to/from the site
  • Liaising with customs broker and logistics companies
  • 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:

• A Bachelor degree
• Minimum 5 years’ experience as Executive Assistant, Administrative Assistant or Office Manager ideally in an international environment
• An experience in HR or accountancy administration is an asset
• Strong knowledge of MS Office whereas knowledge of SAP is an asset
• Strong written and verbal communication skills in English and Hindi. Telugu is a plus.

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

  The candidate should be willing to travel to Belgium for a  1 week onboarding training and then within India for 2-3 weeks during the initial training phase.
  
  Depending on performance and business opportunities, this role could evolve into a role of Area Administrative assistant after an initial period of 1-2 years. For this evolution of the role, the candidate needs to be willing to perform regular business travel within India (Delhi, Chennai, Mumbai, …).

Life at IBA

At IBA, we value creativity, innovation, and a commitment to excellence. As a certified B Corporation (B Corp), we uphold the highest standards of social and environmental performance. If you’re ready to embark on a journey where your skills and ideas can truly make an impact, apply now to join our dedicated team. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!