Executive Assistant; Talent & Office Operations

Professional Technologies, Inc. (Pro Tec)

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

Professional Technologies, Inc. (Pro Tec) 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.

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.

Pro Tec 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.

You will own the coordination and execution of the new hire workflow so leaders can focus on selection, training, and performance.

• 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)

• 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)

• 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)