Assistente amministrativo del sito

IBA Worldwide; Aviano; In loco; EUR 10.000 - 30.000; Tempo pieno

Descrizione del lavoro

A leading proton therapy provider in Italy is seeking a Site Administrative Assistant to oversee office management and act as a key contact between Headquarters and site operations. The role demands strong administrative abilities, with responsibilities including general administration, logistics, and HR support. The ideal candidate has at least 3 years of experience, excellent communication skills in Italian and English, and proficiency in MS Office. This position offers a fixed-term contract with the potential for extension.

Competenze

• Minimum 3 years’ experience as Administrative Assistant or Office Manager.
• Experience in HR or accountancy administration is a plus.

Mansioni

• Manage incoming calls and provide information to callers.
• Organize business-related travel itineraries and accommodations.
• Provide HR support and track vacation.
• Manage site purchasing accounts and monitor petty cash.
• Prepare and monitor invoices and expense reports.

Conoscenze

Strong written and verbal communication skills in Italian and English

Ability to work autonomously

Time management skills

Interpersonal skills

Strumenti

MS Office

SAP

Descrizione del lavoro

Overview

IBA (Ion Beam Applications) is a world leader in proton therapy, an advanced form of radiation therapy that enables precise, targeted treatment of cancer while sparing healthy tissue. Each proton therapy center combines cutting-edge technology, complex infrastructure, and collaboration with hospital teams. The installation and operational launch 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 will be responsible for the overall office management and act as the contact person between Headquarters and the site. You will 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 for 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

Note: replace any tags with per policy.

• General administrative tasks including 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, planning hotel stays, taxis, and car pool management
• Providing HR support (tracking vacation and 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

• 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 3 years’ experience as Administrative Assistant or Office Manager
• Strong written and verbal communication skills in Italian 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 experience in HR or accountancy administration
• You have strong knowledge of MS Office; knowledge of SAP is a plus
• You have ideally experience in an international environment