Opportunity At Menarini Stemline, smooth processes and systems are the key to our success. The Office Support Specialist will manage day-to-day office activities as main point of contact in reception area and 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. The Ideal CandidateWe're seeking a highly motivated and organized individual with:Excellent organizational and time management skillsStrong interpersonal and communication skillsA positive and collaborative attitudeProficiency in Microsoft Office SuiteFlexibility and adaptability to changing priorities Please note the following about the position:This is a non exempt position, employee will be paid hourly and is eligible for overtime.Required to be in office 5 days a week with the flexibility to shift hours occasionally (as determined by the Senior Manager).Occasional after hours / weekend support needed in a backup / on call capacity to support the team.ResponsibilitiesManage day-to-day office activities as main point of contact in reception areaEnsure 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 equipmentResponsible for maintaining kitchen and pantry area, ensuring both areas are fully stocked for employees and daily guestsProvide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining digital file systems; mailing and shipping packages; and special projectsOversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate full service catering orders when requestedConducts daily and weekly checks throughout office including conference room functionality and facility maintenanceCollaborates across functional areas such as IT, HR, Finance, R&D, Commercial, and others on various assignmentsHosts international colleagues and assist with all arrangements related to hotel, car service, flights, and dining, if necessaryBackup for Senior Manager and Executive Assistant when needed including administrative tasks and office tours, as well as other duties as assigned or necessaryOther administrative and operations project responsibilities as neededQualificationsThree or more years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or customer service field requiredBachelor's degree or equivalent preferredStrong time-management, organizational, and interpersonal skills, a high degree of flexibility, and excellent multitasking abilityHigh level of proficiency with office applications, and aptitude for learning new software and systemsAttention to detail to ensure tasks are completed thoroughly and correctlyCustomer-oriented mindset with a keen eye for detailsGoogle Suite experience a plusMicrosoft Suite a plus (PowerPoint, Excel, Word)"No task is too small" attitudeConcur experience a plusSAP experience a plusAbility to maintain confidentiality of company informationMust 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.
