DEPARTMENT ASSISTANT II

Join a Market Leader: 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. You will be responsible to:: 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. Understand policies, procedures and workflows of department, having some technical knowledgeMaintain confidential department records and filesReceive, classify, reconcile, interpret, consolidate and/or summarize documents and information for the departmentFill complex documents and prepare technical documents of department within prescribed guidelinesParticipate in reports for the department, collecting, assembling and summarizing information, as well as preparing specific output elements (charts, graphs, tables)Troubleshoot administrative problems of department and propose solutionsAct as key user for specific area software or tools, preparing and delivering training, managing accesses and supporting othersAbility to choose the appropriate methods or toolsFollow established procedures and processes, with the ability to interpret instructionsAble to resolve many problems, with more complex issues being referred to othersAble to react to changing prioritiesAble to help others in prioritizing workProvide guidance and support to colleagues informallyMaintain an open communication with colleagues, identifying and reporting any production, HSE, quality or other issues to management according to the required processesSuggest and participate in improvements in the area in which the TM is assignedAct as a subject matter expert to less experienced colleaguesEnsure 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 practiceCarry 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. We are looking to recruit a Candidate:: Some years of learning through: Academic or vocational qualification or Relevant work experience with comparable settingExperience 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 processesNumerical 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.