Job Description

Must Have Requirements

• 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
• Ability to work flexible hours as needed for events or visits

Nice to Have Requirements

• Strong discretion and judgment in handling confidential information
• Previous customer service experience
• Proactive, self-motivated, and adaptable approach to changing priorities

Job Description:

Insight Global is looking for an Executive Assistant/Receptionist for a large manufacturing client in Pensacola, Florida. 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.

Day-to-Day:

• Coordinate customer and guest visits by aligning with the executive’s calendar and site availability; serve as the primary point of contact for all visitors.
• Manage security protocols, including visitor pre-clearance, badge issuance, and safety documentation.
• Arrange catering, meals, accommodations, and transportation; liaise with external vendors as needed.
• Reserve meeting rooms and conference spaces; ensure necessary equipment is available for site tours.
• Communicate visit details to site operations, security, reception, and relevant departments to guarantee readiness.
• Prepare welcome packets and pre-arrival instructions; monitor upcoming visits and proactively address potential issues.
• Provide back-office support, including managing office supplies, updating electronic displays and internal communications, coordinating leadership travel, and assisting with mailroom/shipping functions.
• Maintain confidentiality and uphold professional standards while ensuring guest comfort and security at all times.

Compensation:

$21/hr to $22.50/hr.

Exact compensation may vary based on several factors, including skills, experience, and education.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.

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