Site Administrative Assistant

Qualifications
Minimum 5 years’ experience as Administrative Assistant or Office Manager
Strong written and verbal communication skills in XX and English
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
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
Benefits
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
Responsibilities
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
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
Managing site purchasing accounts (vendors, subcontractors, etc.)
Monitoring and recording petty cash and site financial account usage
Preparing and monitoring invoices and expense reports
Job description
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.

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 5 years’ experience as Administrative Assistant or Office Manager
• Strong written and verbal communication skills in XX 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

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.