Executive Assistant

Summary:

• Location: Pensacola FL
• Work Mode: Onsite
• Duration: 6 Months
• Working Hours: 7:30am - 5:30pm, Monday - Thursday

Responsibilities:

• 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 to ensure a smooth visitor experience.
• 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.
• Maintain and update the employee communication board, ensuring content is current, accurate, and relevant to the workforce.
• 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.

Requirements:

• 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 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.

Preferred Skills:

• Experience coordinating events, tours, or visitor programs in a corporate or customer-facing environment.
• Familiarity with room/resource booking systems such as 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.