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.
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