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Administrative Coordinator

vor 3 Monaten

Berlin, Berlin, Deutschland Alimera Sciences Vollzeit

Become a Key Player as an Administrative Coordinator at Alimera Sciences

Are you eager to contribute to a mission focused on providing innovative solutions for chronic retinal conditions? At Alimera Sciences, we are dedicated to enhancing the quality of life for patients through improved vision and fewer treatments.

As a prominent global pharmaceutical organization, we prioritize being a vital resource for patients, healthcare professionals, and partners invested in retinal health. This position offers a unique opportunity for international exposure and professional growth.

Your Contributions:

In this role, you will provide essential administrative assistance to the Country Manager and the Alimera team, ensuring the efficient operation of our organization.

As a master of organization and multitasking, your responsibilities will encompass various administrative functions, making this position ideal for proactive individuals who thrive in dynamic environments.

Based in our office, your key responsibilities will include:

Administrative & Office Coordination

Offer administrative support to the Country Manager, including travel arrangements and calendar management. Organize logistics for meetings, both onsite and offsite, for the German team. Serve as the primary contact for incoming communications and visitors. Manage incoming and outgoing mail, including courier services, and maintain office supplies. Oversee the office rental agreement and liaise with the landlord for facility management. Maintain organized records of financial documents and correspondence.

Financial & Legal Support

Collaborate with the Finance Department to assist the German team with financial processes, including invoice management and expense processing. Handle invoices related to office lease and utility expenses. Monitor the office supplies budget and identify cost-saving opportunities. Negotiate corporate rates with local accommodations and meeting venues. Work with the Legal team to manage contracts effectively.

Sales Assistance

Prepare and track contracts with external clients and Key Opinion Leaders. Facilitate the creation of new customer accounts. Ensure seamless communication between managers, field staff, and internal stakeholders. Manage marketing materials and coordinate logistics for events.

HR / Training / Employee Support

Organize onboarding training for new hires in collaboration with relevant departments. Provide training on internal systems and administrative processes. Assist in preparing HR documents and managing employee records. Oversee the management of the company car fleet and related documentation. Support the team with absence management and related tasks.

IT Coordination

Collaborate with IT vendors to maintain and order necessary equipment.

Compliance Management

Ensure adherence to compliance training and company policies.

Ideal Candidate Profile

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 other relevant software. Background in finance or legal matters is advantageous. Experience in the pharmaceutical sector is preferred. Ability to work effectively with diverse teams and cultures.

Key Attributes for Success

Trustworthy and dependable – capable of handling sensitive information with discretion. Adaptable – willing to learn and tackle a variety of tasks. Strong communicator – effective in both verbal and written interactions. Excellent organizational skills – adept at managing multiple priorities and deadlines. Collaborative team player – able to build relationships with colleagues and clients. Self-motivated – proactive in problem-solving and project completion. Analytical thinker – detail-oriented with a focus on process improvement.

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