Administration Assistant II

Hovione is an independent family owned international group of companies. From the beginning, we have set ourselves above and apart through our innovative technological and productive capabilities, reaching a top spot in the world market as an integrated Contract Development and Manufacturing Company dedicated to helping Pharmaceutical Customers bring new and off-patent drugs to market.

Our people are the main asset for our continued success. Reaching over 1950 team members, from 36 different nationalities, that are located across Asia, Europe and North America (Portugal, US, Macao, Ireland, China, Hong Kong, Japan, India, and Switzerland), including 4 production sites.

Working at Hovione means reaching for innovation and excellence in everything we do: for our clients, our partners and, above all, our patients. That is why we are In it for life.

Provides secretarial / administrative support to employees or groups in the organization. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries. May arrange business travel, coordinate meeting arrangements and / or track expenses. Uses standard and/or advanced business software applications (e.g Microsoft Office, SAP, documentation control, analytical software) to prepare correspondence, presentations, agenda, minutes, etc. Acts as key user for area specific tools. Prepares technical reports, document or indicators based on specialized documents. Updates planning and communications in support of decisions made.

- Research a wide variety of information requests independently

- Receive, classify, reconcile, interpret, consolidate and/or summarize documents and information using the tools and systems required for these purposes Maintain records and balance information for control purposes

- Fill documents and prepare administrative documents within prescribed guidelines

- Compose routine letters and memoranda

- Route or answer routine correspondence, composing letters and memoranda

- Receive and refer visitors and telephone calls

- Open and distribute mail

- Make meeting and travel arrangements

- Maintain schedules and administer systems or arrangements for activities such as purchase, receipt, dispatch and delivery of goods and / or services

- Deal with external sources such as customers and / suppliers in order to resolve non-routine queries and problems

- Work follows an established pattern, with a requirement to run standard procedures, analysis, reports or tests

- Able to prioritize own work

- Maintain an open communication with colleagues, identifying and reporting any production, HSE, quality or other issues to management according to the required processes

- Suggest and participate in improvements in the area in which the TM is assigned

- Ensure facility activities are carried out in compliance with all GMP, legal and HSE regulations and applicable standards in the country of operation, complying with and enforcing all Hovione processes and good practice

- Carry out assigned tasks and duties in a safe manner, in accordance with instructions, and to comply with environmental, health & safety rules/procedures, regulations and codes of practice.

- Some years of learning through academic or vocational qualification

- Experience of working in an administrative environment (mandatory).

- Formal knowledge or experience of working with administrative tasks

- Numerical capability for simple arithmetic.

- Computer literate (Microsoft Office tools).

- Clear and open communication skills (written and verbal).

- Competent (written and verbal) English (highly desirable).

- Must have the Knowledge, Experience and Skills to conduct their tasks in accordance with the rules and procedures set down.

Hovione is a proud Equal Opportunity Employer

Inclusion and diversity are key to us. At Hovione, that means a work environment where differences are valued, and everyone is treated with fairness and respect. We want all our team members worldwide to feel supported, respected, and have the opportunity to achieve their full potential, regardless of their age, gender, religion, disability, sexual orientation or ethnicity.