Management Assistant

July 2, 2024

IBA

Louvain-la-Neuve

FULL TIME

Requisition ID: 2571

Location: Louvain-la-Neuve, BE

Work regime: Full-Time

Kind of contract: Open Ended Contract

Mission

Join Our Team as a Versatile Management Assistant at IBA!

Imagine a career where your organizational prowess and creative spirit transform the workplace. At IBA, we’re the world leader in particle accelerator technology, providing innovative solutions that impact global health and industry. With a diverse team and a mission-driven environment, we’re seeking a dynamic and experienced Management Assistant to support our Innovation & Development team’s success and growth. This isn’t just a job; it’s a chance to be part of something greater, where your contributions make a real difference.

Challenges we trust you with

As a Management Assistant, you’ll be the backbone of our Innovation & Development department, ensuring operational efficiency and encouraging a cooperative work environment. Here’s what your exciting journey with us will look like:

1.Planning and Organization Coordinator:

Manage complex agendas and travel arrangements, including flights, visas, and accommodations.
Prepare and distribute meeting agendas and minutes for our Innovation and Development Department Deliver/Define/Extended/Staff meetings with our tool Confluence.
Handle expense reports and contract signatures via Docusign or Adobe Sign, ensuring timely follow-ups.
Coordinate travel logistics for our Innovation and Development Department team, including flights, hotels, and taxis.

2. Communication Facilitator:

Draft and publish team news on Share Point, keeping everyone informed and engaged.
Bring fresh ideas to enhance our communication strategies and propose improvements to keep our team connected and informed.

3. Event and Project oversight:

Plan and execute international meetings for physicists and regulatory experts, handling catering, hotel reservations, and transportation.
Organize meetings, team-building events, and external lunches, managing logistics, contracts, and PR.
Manage supplies, business cards, and various requests, ensuring the team has everything they need.
Organize "Lunch & Learn" sessions, including logistics and participant registrations.

4. Innovative Initiative-Taker:

Propose and implement ideas to enhance communication and streamline processes.
Support new hires with logistics, temporary housing, and administrative tasks.
Update and manage medical visits for dosimeter-equipped staff, ensuring compliance and safety.

5. Financial and Administrative Support:

Oversee invoice reception and control for our Innovation and Development Department consultants, ensuring accuracy and timely processing.
Handle specific shipments (DHL) and manage the scientific articles database (Istya).
Track overtime and encode data in SAP, maintaining accurate records.

What we value

We’re looking for a seasoned and versatile Management Assistant with at least 5 years of experience in a similar role. You are:

Reliable and Highly Organized: Your attention to detail and organizational skills are second to none.
Creative and Proactive: You bring fresh ideas to the table and take the initiative to implement them.
Excellent Communicator: With strong writing skills in English, you’re adept at crafting clear and compelling communications.
Experienced in International Environments: You have a proven track record of working successfully in global settings.
Team Player: You thrive in a collaborative environment, supporting your colleagues and contributing to team success.

Join Us

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 in Louvain-la-Neuve, Belgium. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!