Administrative Coordinator for Executive Management
vor 3 Monaten
Join Our Dynamic Team as an Administrative Coordinator for Executive Management
Are you eager to contribute to a mission that focuses on delivering cutting-edge solutions for chronic retinal conditions? At Alimera Sciences, we are dedicated to enhancing patients' vision and quality of life through innovative treatments.
As a global leader in the pharmaceutical sector, we strive to be indispensable to patients, healthcare professionals, and partners invested in retinal health. This position offers a unique opportunity for international exposure and professional growth.
Your Role:
In this capacity, you will provide essential administrative assistance to the Country Manager for Germany and the broader Alimera team, ensuring seamless operations within Alimera Sciences Ophthalmologie GmbH.
As a proficient organizer and multitasker, your responsibilities will encompass various administrative functions critical to office management and support. If you possess a proactive mindset and thrive in a fast-paced environment, this role is tailored for you.
Based in our Berlin office, your key responsibilities will include:
Administrative & Office Management
- Deliver comprehensive administrative support to the Country Manager, including travel arrangements and calendar management.
- Organize logistics for both onsite and offsite meetings, ensuring effective coordination for the German leadership team.
- Serve as the primary contact for incoming communications, including phone calls and visitor inquiries.
- Manage incoming and outgoing mail, including courier services, and oversee office supply procurement.
- Administer the office rental agreement and liaise with the landlord for facilities management.
- Maintain organized records of financial documents, agreements, and HR-related materials.
Financial & Legal Administration
- Collaborate with the Finance Department in the US to support financial processes, including Purchase Orders and invoice management.
- Oversee invoices related to office lease and utility expenses.
- Monitor the office supplies budget, analyze spending patterns, and identify cost-saving opportunities.
- Negotiate corporate rates with local hotels for accommodations and meeting spaces.
- Work with the Legal team to manage contracts effectively.
Sales Support
- Manage the contract process for external clients and Key Opinion Leaders (KOLs).
- Assist in establishing new customer accounts for hospital and physician orders.
- Ensure smooth communication between management, field staff, and internal stakeholders.
- Coordinate marketing materials for the field team and manage logistics for their distribution.
- Collaborate with Marketing and other departments to support events such as Advisory Boards and local meetings.
HR / Training / Employee Support
- Organize onboarding training sessions for new hires in partnership with the Hiring Manager and HR.
- Provide training on internal systems and administrative processes to new and existing employees.
- Assist in preparing HR documents, including travel agreements and termination letters.
- Oversee the management of the company car fleet, including communication with leasing companies.
- Support the management of employee absence records.
IT Support
- Collaborate with vendors and the European IT support team to maintain IT equipment and manage orders.
Compliance & Contracts
- Maintain an overview of compliance requirements and schedule necessary training.
- Ensure adherence to company policies and regulations.
What We Seek
- Proven experience in administrative support, preferably at an executive level, with strong organizational and communication skills.
- Proficiency in German and English.
- Competent in Microsoft Office Suite and relevant IT tools.
- Background in finance, accounting, or legal fields is advantageous.
- Experience in the pharmaceutical industry is preferred.
- Ability to work effectively with diverse teams and cultures.
Key Attributes for Success
- Trustworthy and reliable, capable of handling sensitive information.
- Flexible and adaptable, willing to learn and take initiative.
- Excellent communication skills, both verbal and written.
- Strong organizational abilities to manage multiple priorities.
- Effective team player with strong networking skills.
- Self-motivated and solution-oriented, with a focus on completion.
- Strong analytical and problem-solving capabilities.
#LI-Onsite
-
Senior Administrative Coordinator
vor 2 Wochen
Berlin, Berlin, Deutschland Simplesurance GmbH VollzeitAbout the RoleWe are seeking a highly organized and detail-oriented Senior Administrative Coordinator to join our team at Simplesurance GmbH. As an Executive Assistant, you will provide comprehensive administrative support to our Managing Directors, ensuring seamless day-to-day operations and contributing to the success of our company.Key...
-
Senior Administrative Coordinator
Vor 2 Tagen
Berlin, Berlin, Deutschland Nextcloud Vollzeit{"h1":{"text":"Executive Assistant Role at Nextcloud"},"p":{"text":"At Nextcloud, we strive to provide a safe and secure home for all our users’ data. Our team is distributed globally, with a strong focus on mutual trust, enthusiasm, and open-source principles. We are seeking a well-organized and proactive Executive Assistant to support our CEO.Key...
-
Executive Team Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland AMBOSS VollzeitAbout the Role:We are seeking a highly organized and detail-oriented Executive Team Coordinator to join our team at AMBOSS. As a key member of our leadership team, you will be responsible for providing administrative support to our executives, ensuring seamless day-to-day operations, and contributing to the success of our company.Key...
-
Support Specialist for Executive Management
vor 2 Monaten
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitFor over 25 years, apoll·on GmbH has been a leading provider of energy services in the European market, with offices in Berlin, London, and Nice. We support companies from various industries in reducing their energy consumption and costs for heat and electricity through the use of solar, wind power, fuel cells, and combined heat and power plants. Our...
-
Support Specialist for Executive Management
vor 2 Monaten
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitFor over 25 years, apoll·on GmbH has been a leading provider of energy services in the European market, with offices in Berlin, London, and Nice. We support companies from various industries in reducing their energy consumption and costs for heat and electricity through the use of solar, wind power, fuel cells, and combined heat and power plants. Our...
-
Administrative Coordinator for Contemporary Arts
vor 2 Wochen
Berlin, Berlin, Deutschland Katapult VollzeitWe are seeking an organized and detail-oriented Administrative Coordinator to support our team at Katapult, a studio for contemporary performing arts in Berlin.Key ResponsibilitiesThe successful candidate will be responsible for:Monitoring and responding to client inquiries regarding space bookings, payments, and general informationAssisting with event...
-
Senior Administrative Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland Simplesurance GmbH VollzeitAbout the RoleWe are seeking a highly skilled and organized Executive Assistant to support our Managing Directors in their daily operations. As a key member of our team, you will be responsible for planning, coordinating, and managing appointments, travel arrangements, and administrative tasks.Key ResponsibilitiesProvide comprehensive administrative support...
-
Support Specialist for Executive Management
vor 2 Monaten
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitFor over 25 years, apoll·on GmbH has been a leading provider of energy services in the European market, with offices in Berlin, London, and Nice. We have been implementing efficient energy measures for companies from various industries, helping them reduce their energy consumption and costs for heat and electricity. This is achieved through the use of...
-
Support Specialist for Executive Management
vor 2 Monaten
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitFor over 25 years, apoll·on GmbH has been a leading provider of energy services in the European market, with offices in Berlin, London, and Nice. We have been implementing efficient energy measures for companies from various industries, helping them reduce their energy consumption and costs for heat and electricity. This is achieved through the use of...
-
Executive Team Coordinator
vor 2 Wochen
Berlin, Berlin, Deutschland AMBOSS VollzeitAbout the Role:We are seeking a highly organized and detail-oriented Executive Team Coordinator to join our team at AMBOSS. As a key member of our leadership team, you will be responsible for managing the schedules of our executives, ensuring seamless communication, and providing exceptional support to our leadership team.Key Responsibilities:Strategic...
-
Administrative Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland Katapult VollzeitKatapult is a dynamic studio for contemporary performing arts in Berlin, Germany. We are a team of artists dedicated to fostering creativity and innovation. Our mission is to provide a supportive environment for artists, creators, and self-starters to learn, grow, and thrive.We are seeking an administrative coordinator to join our team. As an administrative...
-
Senior Administrative Coordinator
vor 2 Wochen
Berlin, Berlin, Deutschland DTC Jobs VollzeitAt DTC Jobs, we're dedicated to connecting top-tier talent with the best opportunities in the DTC space. As an Executive Assistant, you'll play a critical role in supporting our senior executives, ensuring seamless day-to-day operations and driving business success.Key Responsibilities:Calendar Management: Coordinate complex executive schedules, including...
-
Senior Administrative Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland Simplesurance GmbH VollzeitAbout the RoleWe are seeking an experienced Executive Assistant to join our team at Simplesurance GmbH. As an Executive Assistant, you will provide comprehensive administrative support to our Managing Directors, ensuring seamless day-to-day operations and contributing to the success of our company.Key ResponsibilitiesPlan, coordinate, and manage appointments...
-
Executive Team Coordinator
Vor 6 Tagen
Berlin, Berlin, Deutschland AMBOSS VollzeitAt AMBOSS, we're on a mission to empower doctors to provide the best possible care. As an Executive Team Coordinator, you'll be the driving force behind our leadership team's success. You'll be responsible for strategic calendar management, ensuring that our leadership team's schedules are optimized for productivity and efficiency.Your responsibilities will...
-
Management Coordinator
vor 2 Wochen
Berlin, Berlin, Deutschland CentralNic VollzeitJob Title: Management CoordinatorAbout the Role:We are seeking a highly organized and detail-oriented Management Coordinator to join our team. As a key member of our support staff, you will be responsible for providing administrative assistance to our management team, ensuring the smooth operation of our daily activities.Key Responsibilities:* Provide...
-
Executive Team Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland AMBOSS VollzeitAbout the Role:We are seeking a highly organized and detail-oriented Executive Team Coordinator to join our team at AMBOSS. As a key member of our leadership support team, you will be responsible for ensuring the smooth operation of our executive team's schedules, meetings, and communications.Key Responsibilities:Strategic Calendar Management: Coordinate the...
-
Senior Administrative Coordinator
Vor 6 Tagen
Berlin, Berlin, Deutschland Neuraum Ventures GmbH VollzeitAt Neuraum Ventures GmbH, we're looking for a highly skilled Senior Administrative Coordinator to join our team. In this role, you will provide exceptional support to our managing directors, ensuring seamless day-to-day operations and coordination with key stakeholders.The ideal candidate will have experience in calendar management, preparation of briefings,...
-
Administrative Coordinator
vor 1 Woche
Berlin, Berlin, Deutschland Université du Luxembourg VollzeitAbout the RoleThe Université du Luxembourg is seeking a highly skilled and experienced Administrative Coordinator to join its team. As a key member of the Vice-Rector for Academic and Student Affairs' office, you will be responsible for providing proactive and high-level office management and ensuring a well-organised day-to-day functioning.Key...
-
Executive Management Assistant
vor 4 Wochen
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitAbout apoll-on GmbHAs a prominent player in the European energy sector, we have established a strong reputation for delivering effective energy solutions.Key Responsibilities:Assist in the strategic management of energy initiatives across diverse industries.Support the executive team in optimizing energy efficiency and reducing operational costs.Collaborate...
-
Executive Management Assistant
vor 3 Monaten
Berlin, Berlin, Deutschland apoll-on GmbH VollzeitAbout apoll-on GmbHAs a prominent player in the European energy sector, we have established a strong reputation for delivering effective energy solutions.Key Responsibilities:Assist in the strategic management of energy initiatives across diverse industries.Support the executive team in optimizing energy efficiency and reducing operational costs.Collaborate...
