Executive Assistant (Talent & Office Operations)
5 days ago
Memphis
Executive Assistant (Talent & Office Operations) Professional Technologies, Inc. (ProTec) Location: Memphis, TN (On-site) Employment Type: Full-Time preferred; Part-Time considered (minimum 25–30 hours/week) Compensation: $26–$32/hour (DOE) Schedule: Primarily Monday–Friday; hours negotiable within business needs About ProTec Professional Technologies, Inc. (ProTec) is a growing, service-driven organization supporting critical technology and infrastructure work across fiber, MDU, and low-voltage/security environments. We operate in a fast-moving, high-accountability setting where professionalism, follow-through, and clear communication matter—internally and externally. Position Summary The Executive Assistant (Talent & Office Operations) is a high-trust, high-ownership role responsible for running the front end of the employee experience and keeping the office operating smoothly. Your primary focus is the new hire experience, from interview scheduling through a “Day One Ready” start. Second priority is office administration (supplies, reception, coordination). Third priority is maintaining a consistent, professional social media footprint that supports recruiting and company brand. ProTec relies heavily on Culture Index to support consistent hiring and team alignment. This role will coordinate candidate communications and workflow steps related to Culture Index (as applicable), ensuring candidates receive clear instructions, complete required steps on time, and that results are routed appropriately for review. This role is ideal for someone who is organized, proactive, and naturally builds systems (checklists, trackers, reminders) that prevent dropped balls. You will work closely with leadership, hiring managers, and field leaders to ensure candidates move quickly, starts are clean, and the office runs reliably. Full-time is preferred; however, we will consider part-time candidates who can provide consistent weekday coverage and reliably execute the new hire experience workflow (interview scheduling through Day One readiness). Priority statement: New hire experience deliverables take precedence over office administration, which takes precedence over social media. What You’ll Own (Primary Priority): New Hire Experience (Interview Scheduling → Day One) You will own the coordination and execution of the new hire workflow so leaders can focus on selection, training, and performance. Interview Scheduling & Candidate Coordination • Schedule interviews end-to-end (phone/video/on-site), including multi-step and panel interviews, • Send confirmations with clear logistics (location, parking, timing, what to bring/expect), • Send reminders (24 hours + day-of) and manage reschedules, conflicts, and no-show recovery, • Maintain candidate status tracking so hiring managers always know: current stage, next step, and timing, • Serve as the professional point-of-contact for scheduling and process questions (candidate experience matters) Pre-Hire Workflow & Readiness Tracking • Coordinate pre-hire steps per company process (background screening, drug screen, MVR, document collection, start date confirmation), • Coordinate Culture Index steps in the hiring process as applicable (candidate invitations, completion tracking, and routing results to the hiring team), • Maintain clear candidate instructions and follow-up reminders to ensure timely completion, • Ensure Culture Index-related process steps are documented and consistently executed across roles, • Track completion and escalate issues early (no last-minute surprises), • Maintain standardized checklists and templates that keep hiring consistent across teams, • Support offer/acceptance workflow coordination as assigned (routing, signatures, start-date confirmation) Day One Readiness & Onboarding Execution • Own a “Day One Ready” checklist for each new hire, coordinating:, • reporting instructions (where/when to arrive, who they report to), • uniform/PPE readiness (as required by role), • first-day agenda and initial expectations, • basic access/system readiness where applicable, • Welcome the new hire (or ensure someone does), confirm Day One completion items, and close gaps immediately, • Support early-tenure follow-ups as the process matures (1-week / 30-60-90 day checkpoints) What You’ll Support (Second Priority): Office Operations & Administrative Work You will be the operational hub for the office environment and ensure a professional “front door.” Reception / Front Desk • Greet visitors and manage a professional lobby/office experience, • Manage incoming calls and route messages appropriately, • Support basic visitor logistics (directions, conference room readiness, etc.) Office Administration & Coordination • Order and manage office supplies and inventory (standard stock list, reorder points, vendor coordination), • Coordinate mail/shipping and packages (incoming/outgoing, tracking, routing), • Support internal meeting logistics (conference room setup, basic A/V readiness, light refreshments as needed), • Support document control basics (templates, printing/scanning, distribution of standardized forms), • Maintain shared calendars for interviews, onboarding milestones, and key internal events, • Light leadership support as assigned (meeting scheduling coordination, follow-through, task tracking) What You’ll Manage (Third Priority): Social Media (Defined, Sustainable Scope) This is not a full marketing role. You will keep a consistent presence that supports recruiting and brand. • Maintain a simple content calendar aligned to recruiting, culture, safety, and project milestones, • Draft posts for approval and publish approved content on designated platforms (typically LinkedIn and/or Facebook), • Coordinate internal content capture (photos/short updates/employee spotlights) while respecting customer/site rules and confidentiality, • Monitor basic engagement/messages and route inquiries to the appropriate internal owner, • Provide lightweight monthly reporting: cadence, engagement trends, follower growth, and high-performing post themes What We’re Looking For Required Qualifications • 3+ years in an Executive Assistant, Recruiting Coordinator, Office Administrator, or similar coordination-heavy role, • Demonstrated strength in calendar management and stakeholder coordination (multiple schedules, shifting priorities), • Strong written and verbal communication; professional phone presence, • High attention to detail and consistent follow-through (checklists and trackers are your comfort zone), • Ability to handle confidential information with discretion and sound judgment, • Proficiency with common business tools (Microsoft 365 or Google Workspace; spreadsheets/docs/calendars) Preferred Qualifications • Experience coordinating hiring/onboarding for hourly workforces and/or field service organizations, • Familiarity with recruiting platforms (Indeed/LinkedIn) and background screening coordination, • Comfort drafting professional employer-brand social content; Canva or basic design tools a plus, • Process-improvement mindset (you don’t just “do tasks,” you make the workflow tighter over time), • Familiarity with Culture Index (or comparable assessment platforms) is a plus. What Success Looks Like (Measured Outcomes) • Interviews scheduled quickly and accurately with confirmations + reminders; minimal missed appointments due to coordination gaps, • Every new hire is “Day One Ready” (no missing items, no last-minute scrambling), • Candidate communication is timely, professional, and consistent (clean handoffs, closed loops), • Office operations are reliable: supplies stocked, visitors handled professionally, admin tasks completed on time, • Social media cadence is consistent and sustainable with a clear approval workflow Work Environment • Primarily office-based and on-site in Memphis, • Occasional time-sensitive needs outside standard hours during onboarding cycles (with approval), • Some lifting of packages/supplies may be required (up to ~25 lbs occasionally) Compensation & Benefits • $26–$32/hour (DOE), • Benefits eligibility based on employment status and hours worked (per company policy), • Paid time off and paid holidays per company policy, • Growth runway: opportunity to expand scope as the company scales and processes mature Important Scope Note (To Protect Priorities) This role coordinates hiring workflow execution and onboarding logistics. Employee relations, compensation decisions, and HR policy administration remain owned by leadership/People Operations as assigned.