Administrative Trainee

at  Hovione

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::
We are seeking a highly organized and proactive Administrative Trainee to join our team and support the Chief of Staff (CoS) along with her team of Executive Assistants. This role is ideal for someone looking to develop their administrative skills in a fast-paced, professional environment. The Administrative Trainee will be responsible for a variety of tasks including calendar management, meeting preparations, and vendor coordination. The ideal candidate will be detail-oriented, efficient, and eager to learn.

• Calendar Management: Assist in managing the CoS’s calendar by scheduling and coordinating meetings, appointments, and events. Ensure all scheduling conflicts are resolved promptly and effectively.

• PRs and GRs: Create and process PRs and GRs as needed to support office operations and ensure timely procurement of supplies and services.

• Meeting Preparations: Assist in organizing and preparing for meetings, including setting up meeting rooms, arranging catering services, preparing materials, and ensuring all technical equipment is functioning correctly.
• Courier and Mail Services: Manage UPS courier services and distribute incoming mail and packages. Coordinate outgoing shipments and deliveries as required.
• Vendor Coordination: Assist in the creation and management of vendor accounts. Ensure all vendor information is up-to-date and assist with resolving any vendor-related issues.
• Visitor Management (incl. Envoy): Greet and assist visitors, ensure proper sign-in procedures are followed, and coordinate visitor badges and security clearances.
• Administrative Support: Provide additional administrative support as needed, including data entry, maintaining office supplies, and handling various ad-hoc requests.

We are looking to recruit a Candidate::

• Strong organizational skills with a keen eye for detail.
• Excellent communication skills, both written and verbal - languages required: Portuguese and English (fluent)
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong interpersonal skills and a customer-service orientation.
• Ability to work both independently and collaboratively in a team environment.
• A proactive attitude and willingness to learn new skills.