Administration Assistant/ Receptionist

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.

The Administrative Assistant is responsible for provides support to employees or groups within Hovione. 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.

- Receive, classify, consolidate and/or summarize documents and information using the tools and systems required for these purposes

- Maintain records of documents processed as required

- Compile various regular reports in accordance with standard operating procedures

- Route or answer routine correspondence not requiring supervisor attention

- Maintain a pleasant environment and receive and refer visitors and telephone calls

- Open and distribute mail

- Make meeting and travel arrangements

- Suggest and manage Employee wellbeing and site events 

 -Prepare purchase requisitions and follow-up with the area for completing the GRs

- Maintain and order a variety of office supplies

- Conduct simple tasks of low complexity and with close supervision

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

- 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.

What you should possess:

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

- Familiarity with Microsoft Office products.

- 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.