Administrative Coordinator for Executive Management

Vor 6 Tagen

Berlin, Berlin, Deutschland Alimera Sciences Vollzeit

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.

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