Receptionist II

Executive Assistant
Pensacola FL (onsite)
6+ Months
Working Hours: 7:30am - 5:30pm, Monday - Thursday

Position Overview

The Executive Assistant will serve as the operational backbone of the Customer Experience Center, ensuring seamless day-to-day functionality while delivering a world-class experience for visitors, customers, and employees. This role combines administrative excellence with hospitality coordination, requiring someone who is highly organized, personable, and comfortable managing multiple priorities simultaneously in a fast-paced, customer-facing environment.

Key Responsibilities

Customer Experience Center Operations

• Manage daily operations of the Customer Experience Center, serving as the primary point of contact for scheduling and logistics.
• Coordinate and manage room scheduling/reservations to avoid conflicts and ensure optimal use of space for meetings, tours, and events.
• Support visitor needs including catering orders, room setup/breakdown coordination, and ensuring spaces are presentation-ready ahead of guest arrivals.
• Send recommended travel information to visiting guests (e.g., local hotel recommendations, transportation options, airport logistics) to ensure a smooth visitor experience.

Tour & Ambassador Program Management

• Maintain and manage the Tour Ambassador roster, ensuring adequate coverage and up-to-date contact/availability information.
• Coordinate the scheduling and logistics of facility tours, serving as the liaison between visiting groups, ambassadors, and internal stakeholders.
• Prepare tour-related materials and communications in advance of scheduled visits.

Internal Communications

• Maintain and update the employee communication board, ensuring content is current, accurate, and relevant to the workforce.
• Serve as a point of contact for employees seeking information displayed on or related to the communication board.

Administrative & Executive Support

• Provide calendar management and scheduling support for local executives, proactively resolving conflicts and prioritizing time-sensitive requests.
• Assemble and format PowerPoint decks as needed for leadership presentations, business reviews, or visitor-facing content.
• Provide general administrative support to the Customer Experience Center team and local leadership as needed.
  
  
  TECHNICAL SKILLS

  Must Have

• Proven experience as an Executive Assistant, Administrative Assistant, or in a similar operations/coordination role. Strong proficiency in Microsoft Office Suite, particularly PowerPoint, Outlook, Word, and Excel. Excellent calendar management skills with the ability to manage multiple executive schedules and resolve conflicts efficiently. Strong organizational skills with the ability to multitask and prioritize in a dynamic, fast-paced environment. Excellent written and verbal communication skills, with a professional and polished demeanor suitable for customer- and visitor-facing interactions. High attention to detail, particularly in document preparation (PowerPoint decks) and logistics coordination. Ability to work independently, exercise sound judgment, and handle confidential information with discretion. Strong interpersonal skills with a customer-service orientation and a welcoming, hospitality-minded approach.
  
  Nice To Have
• Experience coordinating events, tours, or visitor programs in a corporate or customer-facing environment. Familiarity with room/resource booking systems (e.g., Outlook Room Booking, EMS, Robin, or similar scheduling platforms). Experience managing or coordinating volunteer/ambassador programs or similar cross-functional rosters. Basic graphic design or content layout skills to enhance the visual quality of communication boards or presentation materials. Prior experience supporting multiple executives simultaneously. Familiarity with catering coordination and vendor management. Experience in a manufacturing, energy, or technical/industrial environment is a plus but not required.
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