Office Assistant & Receptionist

Who You Are

You are a highly organized, service-oriented professional who takes pride in creating a welcoming and efficient workplace. You thrive in a fast-paced environment, anticipate needs before they arise, and bring a proactive, can-do approach to supporting senior leaders, employees, visitors, and business partners.

You are known for your professionalism, attention to detail, and ability to manage multiple priorities while maintaining discretion and confidentiality. Whether coordinating meetings, supporting office operations, or assisting with special projects, you are a dependable team player who enjoys helping others and ensuring everything runs smoothly behind the scenes.

Role Overview

The Office Assistant & Receptionist provides administrative and operational support to the Executive Assistant while helping ensure the executive office and workplace run smoothly and efficiently. Greet and welcome visitors, clients, and guests in a friendly and professional manner. Maintain a clean, organized, and welcoming office. Maintain confidentiality, communicate effectively with coworkers, supervisors, clients, and vendors.

Responsibilities

• Provide day-to-day administrative support to the Executive Assistant
• Assist with meeting preparation, materials, conference rooms, catering, and technology setup
• Assist with expense reports, invoices, receipts, documents, presentations, and correspondence
• Coordinate internal and external meetings and assist with executive and guest visits
• Support daily office operations, including supplies, vendors, deliveries, maintenance requests, and conference room readiness
• Liaise with building management, vendors, service providers, and internal teams
• Assist with company events, team meetings, celebrations, and special projects
• Provide coverage and additional administrative support as needed
• Maintain a comprehensive contract file and follow-up system
• Act as liaison within organization and with vendors and contractors
• Assist management with data entry, maintaining files, etc.
• Order, organize, and monitor office supplies and inventory
• Assist CEO and ASSIST call center staff with computer and copier related issues
• Coordinate with ASSIST, IT and Manufacturing - Operational Technology issuance of new ASSIST employee computer equipment and badge for building access
• Responsible for CEO assigned special projects and mailings

Minimum Requirements

• H.S. Diploma or General Education Degree (GED)
• 2+ years of administrative, office coordination, hospitality, or related experience
• Ability to anticipate needs, take ownership, follow through, and is willing to step in wherever needed to support the Executive Assistant, senior leadership, and the office
• Able to handle sensitive and confidential information with professionalism, strong judgement and discretion
• Exceptional organization, attention to detail, and time-management skills
• Able to work in a fast-paced environment with changing priorities, prioritize multiple requests and adapt quickly as needs change
• Proficient in MS Word, Excel, & PowerPoint and/or Google Workspace
• Excellent written and verbal communication skills
• Professional, dependable, resourceful, and service-oriented
• Comfortable working with senior executives, employees, clients, vendors, and visitors

Preferred Qualifications

• Associate Degree

Job Location

This is a fully onsite role, Monday through Friday at the Melbourne, FL location of United Therapeutics.