• 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 Gmb H 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 Gmb H through regular communication with the Berlin office landlord.
• Manage the filing of finance documentation, agreements, records, correspondence, orders, HR related documentation.

• 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 Contract Works system.

• 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.

• 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.

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

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

• 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.

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

• 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, Power Point, Share Point, 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.

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