Administrative Assistant

Administrative Assistant

Pensacola, FL

12 Months

40 hours per week

Job Description - Campus Experience Manager

About

The Pensacola manufacturing facility is client flagship onshore wind location and serves as a destination event center for internal and external partners.

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.