Administrative Assistant

Administrative Assistant – Executive Support

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.

Key responsibilities include:

• 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:

• Proactive, self‑motivated, and adaptable approach to changing priorities
• Strong discretion and judgment in handling confidential information

$22.00/hr – $24.00/hr

Pensacola, FL – $46,272.00 – $69,408.00

• Associate

• Contract

• Administrative
• Industries – Administrative and Support Services

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Name:
Sharath Sai

Direct message the job poster from US Tech Solutions