Overview
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 collaborates 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 the site. You 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 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). Responsibilities
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) 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 Managing site purchasing accounts (vendors, subcontractors, etc.) Monitoring and recording petty cash and site financial