Assistente amministrativo del sito

IBA Proton Therapy; Aviano; In loco; EUR 30.000 - 40.000; Tempo pieno

Descrizione del lavoro

A leading company in cancer treatment is looking for a Site Administrative Assistant to handle office management and act as the contact person between Headquarters and the site. Responsibilities include general administration, logistics, and accounting support. You will coordinate meetings, manage vendor accounts, and provide HR support. Ideal candidates have a minimum of 3 years of experience, strong communication skills in Italian and English, and are proficient in MS Office. The position offers a fixed-term contract with potential for extension.

Competenze

• Minimum 3 years’ experience as Administrative Assistant or Office Manager.
• Experience in HR or accountancy administration appreciated.
• Experience in an international environment is ideal.

Mansioni

• Overall office management and liaison between Headquarters and site.
• General administration including coordinating meetings and calls.
• Logistics support and managing financial accounts.

Conoscenze

Strong written and verbal communication skills in Italian

Strong written and verbal communication skills in English

Autonomy

Time management

Interpersonal skills

Strumenti

MS Office

SAP

Descrizione del lavoro

Mission

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 is proud to collaborate with Oncology Referral Center, Centro di Riferimento Oncologico IRCCS to bring advanced cancer treatment to more patients.

Overview

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.

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).

Challenges we trust you with

General administrative tasks

• 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

• 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 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