Office Support Specialist

Menarini Stemline; New York (NY); On-site; USD 79,000 - 93,000; Full time

Job summary

Menarini Stemline in New York seeks an office support specialist to maintain workplace functionality and support a positive, inclusive culture. You will manage day-to-day operations, greet visitors, and coordinate with IT, HR, Finance, and R&D.

This non-exempt role requires strong organization, attention to detail, confidentiality, and the ability to lift up to 15 pounds. In-office five days weekly with occasional after-hours backup as needed.

Qualifications

• 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.

Responsibilities

• 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

Skills

Office experience

Time management

Organizational skills

Interpersonal skills

Education

Bachelor's degree or equivalent

Tools

Office software

Job description

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

Responsibilities:

• 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

Skills / Knowledge:

• 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 $79,487 - $92,840 ($37.15-$43.39 per hour). Menarini Stemline offers generous compensation and benefits packages, including Short-Term Incentive Programs, Fidelity 401(k) (with 6% company match), Anthem Premier PPO and HDHP insurance plans, Company paid Basic Life & AD&D insurance and pre‑tax FSA/HSA programs.

Menarini Stemline is 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.

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

The Company

Founded in 1886 in Naples under the name of Farmacia Internazionale, Menarini moved in 1915 to Florence where the Group’s headquarters are still located today. High quality therapeutics and diagnostics solutions for patients, ethics as our underlying principle, dedication to innovation and advancement, strong people centricity and environmental sustainability. These five pillars form the foundation of the Menarini Group, an Italian pharmaceutical company with nearly 135 years of history.

The Menarini Group is present in 70 countries and our products are sold in 140 locations around the world. Its companies span from Europe to Asia, to Africa and the Middle East, to Central America and to the United States where with the acquisition of Stemline Therapeutics, a NASDAQ‑listed biopharmaceutical company, the company marked its entry into the US oncology market.

Thanks to the valuable contribution of around 18,000 employees, every year more than 500 million packs of drugs are produced at the Group’s 18 manufacturing sites including a biotech plant for the manufacturing of monoclonal antibodies that also serves external clients distributed across 6 continents.

Menarini has made a strong commitment to oncology, investing in a pipeline of five investigational compounds for the treatment of a variety of haematological and solid tumours. The acquisition of Stemline Therapeutics in June 2020, further strengthened Menarini’s oncology portfolio, adding both commercial and clinical‑stage assets. Tagraxofusp is a novel, first in class targeted therapy for patients with blastic plasmacytoid dendritic cell neoplasm (BPDCN) and to date, the only approved treatment for BPDCN in the U.S. and EU, and the first and only approved CD123‑targeted therapy. Tagraxofusp is also being evaluated as both a single agent and in combination, in other CD123+ indications, including acute myeloid leukaemia (AML), chronic myelomonocytic leukaemia (CMML), and myelofibrosis (MF).

Additionally, Menarini received exclusive rights to commercialise Selinexor for the treatment of oncology indications in the European Union and other European countries (including the United Kingdom), Latin America and other key countries. Menarini has signed an exclusive licensing agreement with Karyopharm Therapeutics for the rights to commercialise an innovative therapeutic option in Europe, Latin America, Turkey, Russia, and CIS countries. Selinexor is a first‑in‑class, oral Selective Inhibitor of Nuclear export compound for the treatment of hematologic cancers and solid tumours. It is already marketed in the US for multiple myeloma and is under development for solid tumour indications. Selinexor is registered in the EU for both early and late lines.

Menarini entered into a global licence agreement with Radius Health to complete the development of Elacestrant, an oral SERD in late‑stage Phase 3 development for hormone receptor‑positive advanced breast cancer. Following a successful phase 3 study, Menarini Stemline received FDA approval in January 2023 under priority review and successfully oversaw a strong launch in February to the US market with the EMA review process concluded positively in September 2023.

It is an exciting time in the company’s development and an excellent opportunity for individuals joining us to contribute to building and shaping Menarini Stemline’s Oncology business.