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Management Assistant

Requisition ID:  2571

Louvain-la-Neuve, BE

Work regime:  Full-Time
Kind of contract:  Open Ended Contract



Join Our Team as a Versatile Management Assistant at IBA!

Imagine a career where your organizational prowess and creative spirit transform the workplace. At IBA, we’re the world leader in particle accelerator technology, providing innovative solutions that impact global health and industry. With a diverse team and a mission-driven environment, we’re seeking a dynamic and experienced Management Assistant to support our Innovation & Development team’s success and growth. This isn’t just a job; it’s a chance to be part of something greater, where your contributions make a real difference.

Challenges we trust you with


As a Management Assistant, you’ll be the backbone of our Innovation & Development department, ensuring operational efficiency and encouraging a cooperative work environment. Here’s what your exciting journey with us will look like:

1.Planning and Organization Coordinator:

  • Manage complex agendas and travel arrangements, including flights, visas, and accommodations.
  • Prepare and distribute meeting agendas and minutes for our Innovation and Development Department Deliver/Define/Extended/Staff meetings with our tool Confluence.
  • Handle expense reports and contract signatures via Docusign or AdobeSign, ensuring timely follow-ups.
  • Coordinate travel logistics for our Innovation and Development Department team, including flights, hotels, and taxis.

2. Communication Facilitator:

  • Draft and publish team news on SharePoint, keeping everyone informed and engaged.
  • Bring fresh ideas to enhance our communication strategies and propose improvements to keep our team connected and informed.

3. Event and Project oversight:

  • Plan and execute international meetings for physicists and regulatory experts, handling catering, hotel reservations, and transportation.
  • Organize meetings, team-building events, and external lunches, managing logistics, contracts, and PR.
  • Manage supplies, business cards, and various requests, ensuring the team has everything they need.
  • Organize "Lunch & Learn" sessions, including logistics and participant registrations.

4. Innovative Initiative-Taker:

  • Propose and implement ideas to enhance communication and streamline processes.
  • Support new hires with logistics, temporary housing, and administrative tasks.
  • Update and manage medical visits for dosimeter-equipped staff, ensuring compliance and safety.

5. Financial and Administrative Support:

  • Oversee invoice reception and control for our Innovation and Development Department consultants, ensuring accuracy and timely processing.
  • Handle specific shipments (DHL) and manage the scientific articles database (Istya).
  • Track overtime and encode data in SAP, maintaining accurate records.

What we value


We’re looking for a seasoned and versatile Management Assistant with at least 5 years of experience in a similar role. You are:

Reliable and Highly Organized: Your attention to detail and organizational skills are second to none.
Creative and Proactive: You bring fresh ideas to the table and take the initiative to implement them.
Excellent Communicator: With strong writing skills in English, you’re adept at crafting clear and compelling communications.
Experienced in International Environments: You have a proven track record of working successfully in global settings.
Team Player: You thrive in a collaborative environment, supporting your colleagues and contributing to team success.

Join Us

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 in Louvain-la-Neuve, Belgium. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!

Life at IBA

Diversity is fundamental to our culture. We value the uniqueness of individuals and the different perspectives and talents they bring to IBA. We learn from and respect the cultures in which we work, promote diversity within our workforce, and have an inclusive environment that helps each and every one of us to fully contribute to IBA’s success.

The identity of IBA is characterized by a group of colleagues driven by motivation, curiosity, creativity, the desire to learn on a daily basis, by technical challenges and above all by a highly developed team and family spirit that makes the daily life smoother and more enjoyable!

By joining a team of about 40 nationalities and working on more than 45 different sites on 3 continents, IBA offers you the opportunity of a meaningful career with a direct impact in the fight against cancer.

We are driven by: 

  • Innovating in a cutting-edge technology environment
  • Developing professional and personal skills by learning on the Job; by participating in challenging projects; top class courses 
  • Evolving in a friendly culture environment based upon solid values (dare - share - care - be fair) 
  • Acting autonomously and belonging to motivated teams with good work-life balance 
  • Contributing to a company where sustainability, safety and well-being are key to our success

If you are passionate, cause-driven, you can make this quest yours by joining our dedicated colleagues and give your career a new meaning.

Proton Therapy

Proton Therapy - a more targeted treatment

Proton Therapy is considered the most advanced currently available therapy and a valuable treatment modality for thousands of adults and children who are diagnosed with cancer. Proton Therapy aims to destroy cancer cells by delivering proton beams to a target tumor. Protons release their energy within the tumor target area while limiting the radiation to the surrounding healthy tissues.

IBA Proton Therapy website.

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