Job Summary

Pactolus is seeking a highly organized, proactive, and detail-oriented Executive Assistant/Office Assistant to support the Managing Director of Human Resources & Administration (MDHRA) and the CEO to ensure the smooth operation of our office. The ideal candidate will possess excellent communication skills, a strong work ethic, and the ability to multitask in a fast-paced environment. This role involves managing administrative tasks, coordinating schedules, and providing comprehensive support to executives and office staff.

Key Responsibilities

Executive Support:

o Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.

o Prepare and edit correspondence, reports, presentations, and other documents.

o Arrange and facilitate team meetings, including preparing agendas, taking notes, and following up on action items.

Office Management:

o Support MDHRA in all facets of office maintenance.

o Coordinate office activities and events.

o Assist with onboarding new employees and managing office access.

o Manage budgets and expenses.

Information Technology (IT) Responsibilities:

o Act as the primary point of contact for troubleshooting IT issues.

o Maintain comprehensive inventory of company equipment.

Administrative Tasks:

o Answer and direct phone calls, emails, and other inquiries.

o Manage filing systems, both electronic and physical.

o Handle incoming and outgoing mail and packages.

o Provide support with various administrative tasks as needed.

Qualifications

Education:

o Bachelor s degree or equivalent experience in a similar role.

Experience:

o Minimum of three (3) years of experience in an executive assistant, office assistant, or similar administrative role.

o Proven ability to manage multiple tasks and prioritize workload effectively.

Skills:

o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experienced with various marketing software and tools, including CRM systems, Adobe, Constant Contact, and social media management platforms.

o Excellent verbal and written communication skills.

o Strong organizational and time management skills.

o High level of attention to detail and accuracy.

o Ability to work independently and as part of a team.

o Professional demeanor and strong interpersonal skills.

Additional Requirements:

o Ability to handle sensitive and confidential information with discretion.

o Strong problem-solving skills and resourcefulness.

o Flexibility to adapt to changing priorities and work environments.

o Proactive attitude and willingness to take initiative.

Benefits:

o Competitive salary and performance-based bonuses.

o Comprehensive health, dental, and vision insurance.

o Retirement plan with company match.

o Paid time off and holidays.

o Professional development opportunities.

Pactolus is an equal opportunity employer and values diversity. All employment decisions are based on qualifications, merit, and business needs.