Administrative Assistant I

Client Visits & Guest Hosting: Serve as the primary point of contact and welcoming host for high-profile clients, customers, partners, and executive leadership visitors. Event Management & Catering: Plan, coordinate, and execute on-site events, workshops, product showcases, and team gatherings hosted within the Experience Center.

Administrative Assistant I

Summary:

• Duration: 12 months
• Work Mode: Onsite
• Location: Melbourne, FL
• PAY: $21.84/Hour W 2

Key Outcomes
The meeting aligned suppliers on a 100% on-site administrative role for a startup-style innovation lab in Melbourne, Florida. The manager emphasized that personality, adaptability, and a self-starter mindset are more critical than specific prior experience, as the team will provide training. 
Role Requirements

• Personality & Fit
  • Must be sociable, integrated, and personable because the lab hosts many visitors and customers.
  • Must have a sense of ownership and a "do whatever it takes" attitude, including tasks like wiping tables.
  • Must be flexible and adaptable; rigid personalities have not worked in the past.
• Competencies
  • Exceptional attention to detail is required.
  • Must be a self-starter who identifies and completes necessary tasks without waiting for direction.
  • Ability to operate in a flat organization where people are not told what to do.
• Experience
  • Specific prior experience is less important than personality; the team will train the right person.

Key Responsibilities

• Environment & Space Management
  • Overall maintenance, organization, and collaboration within the lab.
• Guest Hosting
  • Act as a gracious host for clients, treating the lab as their "home" and the clients as guests.
• Event & Catering Management
  • Manage ordering and execution of food and drinks for client visits.
  • Follow established processes for what to order and how to set up.

Logistics & Schedule

• Location: 100% on-site in Melbourne, Florida.
• Standard Hours: 8:00 AM to 5:00 PM daily.
• Flexibility: The team can accommodate adjusted schedules (e.g., 7:30 AM to 4:30 PM) for family or childcare needs once the person starts.

Next Steps

• Manager: Invite selected candidates for in-person interviews at the lab before extending any offers.
• Support: Suppliers can reach out to Speaker 3 or Krista with further questions.

 

Responsibilities:

• Environment & Space Management:
  • Ensure the entire Experience Center and its surrounding work environments are clean, orderly, organized, and fully operational at all times.
  • Maintain all collaboration zones, meeting rooms, and presentation spaces in a "presentation-ready" state. Proactively check for technical readiness, cleanliness, and proper supply stocking.
  • Monitor and manage equipment, collateral, and supplies specific to the Experience Center.
• Client Visits & Guest Hosting:
  • Serve as the primary point of contact and welcoming host for high-profile clients, customers, partners, and executive leadership visitors.
  • Coordinate end-to-end itineraries for customer visits, including building access, agenda management, and guiding guests through the facility.
  • Ensure a professional, hospitable atmosphere that reflects company standards and values.
• Event Management & Catering:
  • Plan, coordinate, and execute on-site events, workshops, product showcases, and team gatherings hosted within the Experience Center.
  • Manage food and beverage requirements for client visits, meetings, and center-led events, including vendor coordination, menu selection, setup, and teardown.
  • Collaborate with cross-functional teams to manage space reservations and prevent scheduling conflicts.

Requirements:

• Minimum 2 years of experience in administrative support, office management, hospitality, or corporate event coordination.
• Exceptional attention to detail with the ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor, polished presentation, and strong verbal skills for hosting clients and executive stakeholders.
• A self-starter who anticipates needs, spots operational gaps, and resolves issues before they impact visitors or staff.