Department Assistant

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.

Provide secretarial and administrative support to employees or groups in the organization. Responsibilities include:

1. Receiving, screening, and directing incoming calls, visitors, mail, and email.
2. Maintaining files, records, calendars, and diaries.
3. Arranging business travel and coordinating meeting arrangements.
4. Using standard and/or advanced business software applications (e.g., Microsoft Office, SAP) to prepare correspondence, presentations, agenda, and minutes.
5. Acting as key user for area-specific tools.
6. Preparing technical reports and documents based on specialized information.
7. Updating planning and communications in support of decisions made.

You will also:

1. Understand policies, procedures, and workflows of the department.
2. Maintain confidential department records and files.
3. Classify, reconcile, interpret, consolidate, and summarize documents and information.
4. Fill complex documents and prepare technical documents within prescribed guidelines.
5. Participate in reports for the department, collecting, assembling, and summarizing information.
6. Troubleshoot administrative problems and propose solutions.
7. Provide guidance and support to colleagues.
8. Ensure facility activities comply with all GMP, legal, and HSE regulations.
9. Carry out assigned tasks safely and in accordance with instructions.

- Some years of learning through:

• Academic or vocational qualification or
• Relevant work experience in a comparable setting.

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

- Experience of working in a similar department.

- Formal knowledge or experience of working with process systems utilized.

- Good working knowledge of systems and processes.

- 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 tasks in accordance with established rules and procedures.

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.