Administrative Assistant & Assistant Office Manager bei Menarini Group

Opportunity

We are seeking a highly organized, proactive, and resourceful Administrative Assistant & Assistant Office Manager to provide high-level administrative support to U.S. Commercial Leadership Team and ensure the efficient operation of the office. This role requires exceptional multitasking abilities, strong communication skills, a keen attention to detail, and a strong ability to maintain confidentiality and professionalism in a fast-paced environment.

Responsibilities             

• Administrative Support:
  • Support the U.S. Commercial Leadership Team to assist in various activities related to managing calendars, scheduling meetings, and planning and scheduling travel
  • Prepare and organize documents, presentations, and reports for internal and external meetings
  • Handle confidential and sensitive information with discretion
  • Act as the main point of contact between the U.S. Commercial Leadership Team and internal/external stakeholders including vendor partners and cross functional teams
  • Coordinate and prioritize incoming requests, ensuring timely responses and follow-ups
  • Manage expense reports, budget tracking, and invoice processing
  • Assist with special projects and initiatives as required
• Office Management
  • Assist the Bridgewater, NJ based Office Manager with daily office operations, ensuring a smooth and efficient workplace environment
  • Serve as back-up lead when Office Manager is out of office in all functions related to the smooth, effective and efficient running of the Bridgewater Office
  • Assist with maintaining office supplies inventory and coordinate with vendors for procurement as needed
  • Serve as the point of contact for facilities management, IT support, and office-related issues, in close contact with the main NYC office
  • Assist in planning and coordinating office events, meetings, and team-building activities
  • Ensure compliance with office policies and safety regulations

Skill/Knowledge Requirements

• Experience: Minimum of 5+ years in an executive assistant and/or office management role, preferably supporting executives in a corporate setting
• Education: Bachelor’s degree preferred but not required
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and familiarity with collaboration tools ( Zoom, Teams). Proficiency or willingness to become proficient in Google applications for business (mail, calendar, drive, meet)
• Communication: Excellent verbal and written communication skills with strong attention to detail
• Organization: Exceptional time management and ability to handle multiple priorities effectively
• Problem-Solving: Strong critical thinking skills and the ability to anticipate needs before they arise
• Professionalism: High level of integrity, discretion, and ability to handle confidential matters
• Adaptability: Ability to thrive in a fast-paced and evolving business environment
• Willingness to work at least 4 days per week in the office setting

Please note: this position is classified as a corporate office position. In accordance with the New York employer convenience rule, Stemline will withhold New York state income taxes for all corporate office employees, regardless of whether these employees work in New York or remotely. 

Base Salary Range of $90,000-$135,000 (plus package).  Menarini Stemline offers generous compensation and benefits packages, including Short- and Long-Term Incentive Programs, Fidelity 401(k) (with 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.

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