Office Support Specialist

Reports to Senior Manager, Facility and Office Operations

At Menarini Stemline, smooth processes and systems are the key to our success. We’re looking for an office support specialist who has excellent organizational skills and a personable disposition to keep our company culture thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The office support specialist will provide strong, reliable support of office operations by maintaining the functionality of the workplace and being ready to collaborate with administrative support for the team.

This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

Please note the following about the position:

• This is a non-exempt role and therefore overtime eligible
• In office 5 days a week with the flexibility to shift hours as determined by the Senior Manager
• Occasional after hours / weekend support needed in a backup / on call capacity to support the team

• Manage day-to-day office activities as main point of contact in reception area
• Ensure office efficiency by maintaining visitation system, common areas, greeting visitors, inventory system, organizing procedures, handling heavy incoming mail/package distribution, managing digital file systems, and overseeing supplies and equipment
• Responsible for maintaining kitchen and pantry area, ensuring both areas are fully stocked for employees and daily guests
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate full service catering orders when requested
• Conducts daily and weekly checks throughout office including conference room functionality and facility maintenance
• Collaborates across functional areas such as IT, HR, Finance, R&D, Commercial, and others on various assignments
• Hosts international colleagues and assist with all arrangements related to hotel, car service, flights, and dining, if necessary
• Assist with contract preparation, tracking, vendor communication, and digital filing
• Process and reconcile expense reports and receipts as needed
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel and special projects
• Backup for Senior Manager and Executive Assistant when needed including administrative tasks and office tours, as well as other duties as assigned or necessary
• Other administrative and operations project responsibilities as needed

• Minimum of three years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or customer service field required
• Bachelor’s degree or equivalent preferred
• Strong time-management, organizational, and interpersonal skills, high degree of flexibility, and excellent multitasking ability
• High level of proficiency with office applications, and aptitude for learning new software and systems
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Customer oriented mindset with a keen eye for details
• No task is too small attitude
• Ability to maintain confidentiality of company information
• Must be able to lift up to 15 pounds at times

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Menarini Stemline is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Annual Base Salary Range of…