Requisition ID: 2507
Location: Rozzano, IT
Work regime: Full-Time
Kind of contract: Fixed Term Contract
Mission
The Proton Therapy installation project in Rozzano will be the second ProteusONE facility in Milan, developed in collaboration with the Humanitas Research Hospital. This project will feature the newest ProteusOne system, with installation set to begin in early October 2024. The installation is expected to be completed within 12 months, after which the site will transition to customer service mode.
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.
You work in a team of approximately 9 people, and you report to the Site Manager.
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 or equivalent by experience
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 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
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.
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