About LighthouseAI
LighthouseAI, a Pharma Solutions company, provides pharmaceutical state licensing software and services to pharmaceutical manufacturers, wholesale distributors, logistics companies, and pharmacies.

The LighthouseAI product suite includes LighthouseAI Intelligence®, which uses artificial intelligence to automate compliance requirement research, and LighthouseAI Management® which enables maintenance.

LighthouseAI will create a stress-free and streamlined state licensing experience with support from our expert industry veterans and professional solutions.

As we continue to expand our team and service offerings, we are seeking motivated individuals to contribute to our growth and success.

We are looking for a detail-oriented and reliable Office Assistant to support both our in-office staff and remote employees. This role is essential in maintaining efficient office operations, managing documents, handling mail, providing backup support, and assisting with special projects. The ideal candidate will have strong organizational skills, a proactive mindset, and the ability to multitask in a dynamic environment. If you're ready to be part of an innovative and growing company, we encourage you to apply!

This is a part-time in office position.
20-24 hours per week.  Schedule TBD

Essential Duties and Responsibilities:

• Document Management
• • Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
  • Shred confidential and outdated documents in compliance with company policies.
  • File and retrieve documents as needed.
  • Process incoming mail for project managers, including opening, scanning, and uploading documents.
  • Convert files to different formats as needed (Adobe PDF, etc.).
  • Maintain and update the client database (Lighthouse – Document Repository).
• Mailroom and Office Support
• • Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail-related requests.
  • Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
  • Receive and distribute incoming packages and correspondence efficiently.
  • Assist with conference-related shipments and other special projects as assigned.
• General Office Tasks
• • Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
  • Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
  • Support various administrative functions as needed based on business requirements.
  • Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the company and/or it’s clients.

Work Experience Qualifications:

• High school diploma or equivalent required; associate degree or some college coursework preferred.
• Previous office or administrative experience is a plus.
• Strong attention to detail and ability to manage multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management software.
• Familiarity with Adobe Acrobat and file conversion processes.
• Ability to learn and work within client database systems (e.g., Lighthouse – Document Repository).
• Strong organizational and time management skills.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Willingness to perform physical tasks, including lifting up to 40 lbs.
• Reliability and flexibility to adapt to changing business needs

Other Qualifications:

• Microsoft Office suite competency including Excel, Word, and PowerPoint
• Staying organized while effectively prioritizing multiple projects at once.
• High attention to detail when completing projects.
• Strong time management skills to complete projects by deadlines.
• Self-motivated individual who takes ownership of their projects.
• Maintain excellent verbal, writing, and language skills.

Compensation: $20-22/hr