Management Assistant

Management Assistant

IBA Group

Louvain-la-Neuve, Belgium

Mission

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.

Challenges we trust you with

• Provide 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.

What we value

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.