Administrative & Project Coordinator - Trainee Program (m/f/d)

Opportunity to join a multinational environment as Trainee!
About the Company
A global life‑science leader that blends advanced medical research, trusted self‑care brands, and cutting‑edge agricultural technology can be described as a company dedicated to improving health and food security worldwide.
To support the organization while coordinating and supporting cross‑functional projects, the company is currently looking for an Administrative Assistant & Project Coordinator (m/f/d) to join a growing and collaborative international team, in their Trainne Program, offering strong potential for long-term continuation within the organization.

Your New Role
This role combines classic administrative responsibilities with hands‑on project coordination, ensuring smooth day‑to‑day operations, effective communication, and timely project execution. The position requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Administrative & Office Management
  • Provide comprehensive administrative support including scheduling, calendar management, meeting organisation, and travel arrangements (domestic and international).
  • Prepare and process expense reports, purchase orders, and support budget control/approval workflows.
  • Organise internal and external meetings, workshops, and events (logistics, location management, catering, participant registration, materials).
  • Manage incoming information and emails: assess urgency, prioritise tasks, monitor deadlines, and ensure timely follow‑up.
  • Draft, edit, and format emails, business documents, presentations, meeting minutes, and action trackers.
  • Oversee office supplies, materials, and equipment maintenance, ensuring a well-functioning workspace.
  • Welcome and support visitors, external partners, and clients.
Project Coordination & Support
  • Support the planning, coordination, and execution of departmental or cross‑functional projects.
  • Track project timelines, deliverables, status updates, and risks; ensure follow‑up with responsible stakeholders.
  • Prepare project documentation, reports, dashboards, and communication materials.
  • Facilitate project meetings: scheduling, agenda preparation, minute-taking, and tracking of action items.
  • Liaise with internal stakeholders (e.g., Finance, Procurement, IT, Facilities) to resolve project or process‑related requests.
  • Monitor and maintain project documentation repositories (SharePoint, Teams, shared drives).
  • Support process optimisation and implementation of new tools, workflows, and administrative efficiencies.
Digital & Information Management
  • Administer internal platforms: maintain SharePoint sites, Teams channels, file structures, distribution lists, and access rights.
  • Manage databases and records (e.g., time tracking, training logs, project documentation).
  • Create digital forms, templates, and workflows to streamline operations.
  • Act as a first point of contact for basic IT or administrative system questions and coordinate with IT support when necessary.

What You Need to Succeed
  • Vocational diploma, business management degree, or equivalent qualification.
  • Digital‑savvy with hands-on experience using MS Office (Excel, PowerPoint, Outlook), SharePoint, Teams, and other administrative tools.
  • Fluent in English is mandatory.
  • Proven experience in administrative roles with exposure to project coordination or operational support (nice to have).
  • Strong organisational, communication, and problem‑solving skills.
  • Ability to work independently, proactively, and with a high sense of responsibility and confidentiality.
  • Strong attention to detail, reliability, and capacity to prioritise under pressure.
  • Flexible, adaptable, and comfortable working with changing schedules and diverse stakeholders.
  • Team‑oriented mindset with the ability to collaborate across departments and support cross-functional initiatives.

What the Company Offers
  • Exposure to a multinational environment and collaboration with teams in Germany and other countries.
  • High visibility across stakeholders and departments.
  • An opportunity to enter the pharmaceutical sector.
  • A strong internal mobility network and high retention rate for trainees.
  • A broad scope of learning across administrative, legal, commercial, and medical functions.

Next Step
If you are interested in this opportunity, please send us your updated CV. If you are looking for a different kind of professional challenge, contact us to discuss other career opportunities — always with complete confidentiality.

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Resumo

Tipo de oportunidade
Permanente
Setor
Farmacêutica
Localização
Lisboa
Área de especialidade
Suporte Administrativo e Secretariado
Salário
Trainee salary + Strong prospects for progression
Referência
1040202

Falar com um Consultor

Fale com Ines Coutinho, o consultor especializado responsável por esta oferta de emprego, localizado em Lisboa
Avenida da República, 90, 1º, Andar, Fracção 4

Telefone: 217826560