Administrative and Office Coordinator

Who we are

Together, we’re on a mission to make good health more affordable and accessible, to help millions around the world enjoy healthier lives. It’s a mission that bonds our people across nearly 60 countries and a rich, diverse variety of nationalities and backgrounds. Working here means working with the world’s leading manufacturer of innovative & generic medicines, and the proud producer of many of the products on the World Health Organization’s Essential Medicines List. Today, at least 200 million people around the world take one of our medicines every single day. An amazing number, but we’re always looking for new ways to continue making a difference, and new people to make a difference with.

The opportunity

We are looking for an experienced Administrative and Office coordinator, who will organize all the administrative processes of our Organization.

If you excel in fast-moving environments and bring a combination of operational mastery, communication strength, and proactive problem-solving this role was designed for you.

You will report to the General Manager in Portugal and support the Portuguese Business team, while managing a team of 2 administrative assistants and 1 receptionist, and being responsible for the office management.

How you’ll spend your day

• Understanding the work schedules and ways of working of the team members you will support
• Provide a comprehensive administrative service to members of the Leadership team by supporting the arrangement of both internal and external meetings and events including preparing agendas and documents
• Complex daily management and prioritising schedule to optimise time effectively
• Ensuring the Business members are properly briefed for events and visits which will require their attendance and collect inputs from relevant sources and colleagues
• Orchestrate seamless operations, including meeting preparation, agendas, briefings, follow-ups, and action tracking
• Managing the provision of organisational, travel and other logistical support to the Management Team members
• Manage, allocate and distribute administrative tasks within the team, managing workload and prioritizing business needs
• Using our internal SAP system for managing requisitions and purchase orders
• Provide cover for Public Hospital Tender Manager on annual leave
• Manage the office pace and supply and maintain the office equipment and consumables, managing the relationship with the landlord
• Act as a point of contact, responding to inquiries, and help managing internal communications like memos, translations and announcements
• Providing administrative support to staff, and in some roles, recruiting, training, and supervising other administrative personnel
• Act as a central point of contact for employees, management, and clients, requiring strong organizational, communication, and problem-solving skills
• Liaise with external clients and business guests and represent the executive office with professionalism, discretion, and sound judgment across all interactions
  
  

Your experience and qualifications

• At least 5 years of experience supporting senior leaders or executives (or equivalent operational/administrative experience)
• Proven experience as a team leader
• Fluent English Level
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines
• Clear, concise communication skills - both written and verbal
• A high level of discretion, professionalism, and emotional intelligence
• Proactive thinking - you anticipate needs, solve problems before they happen, and take ownership
• Technical fluency, including mastery of calendars, productivity tools, and collaboration platforms
• Calm, steady execution under pressure, ambiguity, and rapid change
• Knowledge of SAP and concur systems would be an advantage
• Knowledge of Public Tender Platforms such as VortalGov or SaphetyGov would be a plus

Reports To

General Manager Portugal

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Teva Pharmaceuticals is committed to equal opportunity in employment. It is Teva's global policy that equal employment opportunity be provided without regard to age, race, creed, colour, religion, sex, disability, pregnancy, medical condition, sexual orientation, gender identity or expression, ancestry, veteran status, national or ethnic origin or any other legally recognized status entitled to protection under applicable laws. We are committed to a diverse and inclusive workplace for all. If you are contacted for a job opportunity, please advise us of any accommodations needed to support you throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.