Executive Assistant - Berlin (m/w/d)

Join Our Team as an Executive Assistant in our Berlin Office!

Do you want to be part of a mission to ensure patients receive innovative treatments for chronic retinal diseases? At Alimera Sciences, we're committed to helping patients see better, for longer, and with fewer treatments.

We are a global pharmaceutical company dedicated to being invaluable to patients, physicians, and partners concerned with retinal health and maintaining better vision longer.

This opportunity will allow you to gain international exposure.

Your Impact :

This role is responsible for providing administrative support to the Country Manager, Germany and to the Alimera team in Germany, delivering professional and highly effective support to ensure the smooth running of the Alimera Sciences Ophthalmologie GmbH organisation.

As the ultimate organizer and champion of multitasking, the Executive Assistant role extends across all administrative aspects of office management and support.

If you are someone with a can-do attitude who thrives in entrepreneurial environment, this is the place for you.

Based on-site in our Berlin office, this role carries the following responsibilities :

Administrative & Office Management

• Provide administrative support for the Country Manager, Germany including management of travel bookings and expenditures in accordance with the Travel and Expenses Policy and diary management, as required.
• Coordinate logistics for onsite and offsite meetings for the German team including management of German Leadership Team Meetings.
• Act as the principal point of contact for Alimera Sciences Ophthalmologie GmbH for incoming telephone calls, enquiries, and guests to the Berlin office.
• Distribute incoming mail / log outgoing mail (logbook) to include courier shipments. Order office supplies / coffee / maintenance supplies etc.
• Manage the Berlin office rental contract. Coordinate facilities management for Alimera Sciences Ophthalmologie GmbH through regular communication with the Berlin office landlord.
• Manage the filing of finance documentation, agreements, records, correspondence, orders, HR related documentation.

Financial & Legal Administration

Working with the Finance Department in the US office, support the German team with the management and organisation of financial processes, e.

g., raising Purchase Orders, coding / approving invoices and processing external customer expenses.

• Manage invoices pertaining to lease and utilities costs for the Berlin office.
• Manage the office supplies budget, analyse expenditure, identify trends and cost-savings.
• Negotiate and maintain corporate rates with local hotels for accommodation and provision of meeting rooms.
• Collaborate with Legal to ensure management of contracts through the ContractWorks system.

Sales Support

• Prepare, manage, and track the contracts process for contracts with external customers and Key Opinion Leaders (KOLs).
• Assist with creating new customer accounts in advance of hospitals / doctors ordering.
• Ensure an effective flow of information to and from managers, field staff and internal customers.
• Liaise with external customers to ensure effective communication between Alimera and the customer.
• Manage the maintenance of marketing materials for the field-based team.
• Arrange courier shipments to facilitate the delivery / collection of marketing materials to / from the applicable event venues and / or field-based staff.
• Work with Marketing and other functions to provide support for events such as Advisory Boards, congresses, and local meetings.

HR / Training / Employee Support

• Plan and schedule onboarding training for new employees in collaboration with the Hiring Manager, the Training Department and HR.
• Provide training on Concur and e-days and administrative training / information for new employees during the onboarding process and to existing employees at team meetings (e.g., systems updates).
• Assist with the preparation of HR / employee documents, e.g., travel advance agreements, employee certificates, recommendation letters (Zeugnis), confirmation of termination letters etc.
• Oversee the management of the German car fleet including the maintenance of Alimera’s car lease / rental car records, processing requests for new lease cars, maintaining communication with lease management company and organising transfer of lease cars / rental cars for the German team.
• Support on e-days and enter sickness absence for the German team.

IT Support

Work in partnership with vendors and Alimera’s European IT support team with : Maintenance of the IT equipment list for GermanyPlacing orders for new IT equipment Shipping of IT equipment to employees in Germany

Vodafone Contracts

• Maintain and update the Vodafone contract list.
• Set up new contracts and termination of contracts as required.

Pension Plan Contracts

• Communicate with Tecis / Stuttgarter Insurance and Profunda / Allianz to process and maintain the company’s pension plan contracts in Germany.
• Inform Tecis / Stuttgarter Insurance and Profunda / Allianz of employees leaving the company.

Compliance

• Maintain a compliance overview / schedule regular compliance training (Concur, social insurance company insurances).
• Adhere to AKG code of conduct.

What We’re Looking For

• Successful track record of administrative support, ideally at Executive Level, with strong organisational and communication skills.
• Native German language. Fluent in English.
• Competent IT Skills : Microsoft Office (Excel, Word, PowerPoint, SharePoint, Lync) and Veeva QDocs.
• Commercial Training (kaufmännische Ausbildung).
• Accounting / Finance and / or Legal experience highly desirable.
• Experience in the pharmaceutical industry is preferred.
• Experienced in working with people from diverse cultural backgrounds.

What you need for success

• Trustworthy and reliable the ability to handle responsibility for sensitive and company confidential information. Needs to command the trust of the Country Manager, the German organisation and beyond.
• Flexible approach the ability to take on new learning and to operate across a wide range of topics. Able to use initiative when appropriate.

Prepared to roll up the sleeves’ and get things done.

• Excellent communication skills - both one-to-one and in a team environment. Strong inter-personal skills coupled with clear communication, both verbal and written.
• Strong organisational skills able to project manage, prioritise time and handle competing priorities effectively to meet agreed deadlines.
• Effective networker and team worker - must be able to develop effective working relationships with colleagues and with external customers and vendors.
• Self-motivated, self-reliant, able to work independently - clear, logical, solution-oriented thinker with the drive to see things to completion a real can-do’ approach.
• Strong analytical thinking and problem-solving skills process orientated with good attention to detail.

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