Management Assistant

Requisition

Location:

Louvain-la-Neuve, BE

Work regime:
Full-Time

Kind of contract:
Open Ended Contract

As part of the Proton Therapy Commercial department (approx. 40 people across US, EMEA, APAC and China), you provide high-level administrative and organizational support to the Head of Department and the team.

Acting as a key coordination point
, you ensure smooth day-to-day operations and contribute to the overall efficiency of the department with a high degree of autonomy and initiative.

• Provide proactive administrative and organizational support to the Head of Proton Therapy Commercial and the wider team.
• Manage complex calendars across time zones, prioritize requests and ensure efficient time management
  .
• Organize meetings and business reviews
  : scheduling, logistics, preparation of materials, minutes and follow-up of action plans.
• Coordinate travel arrangements (flights, accommodation, documentation) and support logistics for events
  , congresses, trade shows and annual commercial kick-off.
• Act as a central point of contact for internal and external stakeholders; screen calls and emails and facilitate communication.
• Support onboarding of new team members and coordinate training invitations and logistics.
• Manage administrative and financial processes in SAP (PR/PO creation, purchase follow-up, invoice tracking) and ensure accurate document tracking (reports, KPIs, training plans).
• Organize customer and internal visits on site and ensure smooth logistics.
• Provide day-to-day operational support and anticipate needs to keep activities running efficiently.
• Continuously improve administrative processes and ways of working.

You have:

• Bachelor’s degree or equivalent experience.
• Minimum 10 years’ experience as a Management Assistant in an international environment.
• Fluent in English (C1);
  French is an asset.
• Advanced MS Office skills.
• Strong organizational, analytical and problem-solving skills.
• Proactive, autonomous, service-oriented and able to multitask and prioritize.
• Excellent communication and interpersonal skills with an international mindset.
• Flexible, resilient to pressure and comfortable in a fast-changing environment.

At IBA, we value creativity, innovation, and a commitment to excellence. As a certified B Corporation (B Corp), we uphold the highest standards of social and environmental performance. If you’re ready to embark on a journey where your skills and ideas can truly make an impact, apply now to join our dedicated team. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!