Receptionist II / Administrative Support

Title : Receptionist II / Administrative Support Location : Pensacola, FL 32514 Duration : 12 Months Job Description : This role will provide high-level administrative support to an executive with a primary focus on planning, scheduling, and executing customer and guest site visits while maintaining security protocols, hospitality standards, and clear communication between internal teams and visitors. This team member is a critical role in creating excellent first impressions, maintaining operations of our customer experience center and ensuring that our visitors have pleasant experiences while on campus. Key Responsibilities : Schedule customer and guest visits, coordinate with the executive's calendar and site availability, and serve as the primary point of contact for visitors Manage security protocols, including visitor pre-clearance, badge management, and safety documentation Arrange catering, meals, accommodations, transportation, and coordinate with external vendors as needed Reserve meeting rooms, conference facilities, and arrange equipment for site tours Communicate visit details to site operations, security, reception, and relevant departments to ensure readiness Prepare welcome packets and pre-arrival instructions; monitor upcoming visits and proactively resolve issues Provide back-office support : manage office supplies, update electronic displays and internal communications, coordinate leadership travel, and assist with mailroom / shipping functions Maintain confidentiality and professional standards; always ensure guest comfort and security Required Skills and Qualifications : Associate degree or 2+ years' experience in executive support, hospitality coordination, or event planning Proficiency in MS Office and calendar management systems Strong verbal and written communication skills; ability to work professionally with diverse stakeholders Excellent organizational, time-management, and problem-solving abilities with attention to detail Ability to manage sensitive information and follow strict security protocols Proven ability to work both independently and collaboratively in a fast-paced environment Ability to work flexible hours as needed for events or visits Preferred Qualifications : Previous customer service experience Proactive, self-motivated, and adaptable approach to changing priorities Strong discretion and judgment in handling confidential information