Executive Assistant #26-26301

Us Tech Solutions; Pensacola (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

US Tech Solutions is seeking an Executive Assistant to serve as the operational backbone of the Customer Experience Center in a fast-paced, visitor-facing environment. You will manage calendars, coordinate room bookings, and support leadership with presentations and communications.

Responsibilities include coordinating tours, assisting with visitor needs, and maintaining internal communications boards to keep teams informed. On-site role with regular business hours and a 12-month duration.

Qualifications

• Proven experience as an Executive Assistant or similar operations role.
• Strong proficiency in Microsoft Office Suite and scheduling tools.
• Excellent calendar management and communication skills.

Responsibilities

• Manage daily operations of the Customer Experience Center and act as primary contact for scheduling and logistics.
• Coordinate room reservations, caterings, and event setup to ensure a seamless visitor experience.
• Maintain and update the employee communication board and assist leadership with administration.
• Provide calendar management and prepare PowerPoint decks for leadership presentations.

Skills

Microsoft Office

Calendar management

Multitasking

Customer service

Tools

Microsoft Office Suite

PowerPoint

Outlook

Excel

Word

Job description

• The Executive Assistant will serve as the operational backbone of the Customer Experience Center, ensuring seamless day-to-day functionality while delivering a world-class experience for visitors, customers, and employees. This role combines administrative excellence with hospitality coordination, requiring someone who is highly organized, personable, and comfortable managing multiple priorities simultaneously in a fast-paced, customer-facing environment.

Duration: 12 Months

Job Description:

• The Executive Assistant will serve as the operational backbone of the Customer Experience Center, ensuring seamless day-to-day functionality while delivering a world-class experience for visitors, customers, and employees. This role combines administrative excellence with hospitality coordination, requiring someone who is highly organized, personable, and comfortable managing multiple priorities simultaneously in a fast-paced, customer-facing environment.

Key Responsibilities

Customer Experience Center Operations

• 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 (e.g., local hotel recommendations, transportation options, airport logistics) to ensure a smooth visitor experience.

Tour & Ambassador Program Management

• 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.

Internal Communications

• Maintain and update the employee communication board, ensuring content is current, accurate, and relevant to the workforce.
• Serve as a point of contact for employees seeking information displayed on or related to the communication board.

Administrative & Executive Support

• 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.

Technical Skills

Must Have

• 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 (PowerPoint decks) 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.

Nice To Have

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

Working Model

100% on-site

Working Hours

7:30am - 5:30pm, Monday - Thursday

About US Tech Solutions

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com

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.

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