Site Administrative Assistant

Company presentation

Shape the Future of Cancer Care with IBA in Spain !

IBA, the global leader in proton therapy, is partnering with the Spanish Ministry of Health to install ten state-of-the-art proton therapy systems across Spain in the coming 4 years, thanks to support from the Amancio Ortega Foundation. 

We’re looking for talented technical professionals to join our teams  on permanent contracts. 

You’ll be grouped into a team and commit to the installation of at least two proton therapy units at different locations. 

These centers are based in Santiago de Compostela, San Sebastian, Barcelona, Seville, Malaga, Madrid (La Paz and Fuenlabrada), Valencia, and Gran Canaria.

If you’re ready to contribute to a life-changing mission and work at the forefront of medical innovation, join us today and make a real impact!
 

More information: More information: https://youtu.be/MS590Xtq9M4?si=utXsQNPLAKDmp_HV

Mission

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.

As part of the Ortega project, you will be responsible for potentially 2 or 3 installations in a row.

A training period is planned before the launch of the first installation. The first installation, based in Santiago de Compostela (Galicia) is expected to be completed within 12 months with a start planned on October 2025. The start date may be adjusted if necessary.

Our HR team will support you in your relocation to your second location.
 

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:

• A Bachelor degree 
• Minimum 5 years’ experience as 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 Spanish 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

We offer

• A permanent contract.
• The opportunity to contribute to a unique and cutting-edge project in the fight against cancer.
• A strong and collaborative team environment, where challenges are tackled together.
• The chance to live in different locations for several months, broadening your professional and personal horizons.
• A meaningful career, making a real difference in medical innovation and patient care.