Administrative Assistant

About the role

Waggoner Engineering, Inc. is seeking an Administrative Assistant to join our team in Pensacola, FL. This role supports our continued growth and offers the opportunity to work alongside a collaborative, experienced team.

Key Responsibilities

• Provide day-to-day administrative support to office leadership, employees, and project teams.
• Answer and direct incoming calls and greet visitors in a professional and welcoming manner.
• Maintain office calendars, conference room schedules, and meeting logistics.
• Prepare, proofread, format, and distribute correspondence, reports, forms, presentations, and other documents.
• Cook up meetings, including scheduling, preparing materials, arranging logistics, and taking notes when needed.
• Process expense reports, invoices, purchase requests, and other administrative documentation.
• Maintain organized and accurate electronic and physical filing systems.
• Order and maintain office supplies and coordinate with vendors as needed.
• Aid employees with travel arrangements and related meeting logistics.
• Support project teams with document preparation, printing, binding, and other administrative needs.
• Receive, sort, and distribute incoming mail and packages.
• Aid with office events, employee activities, workshops, and special projects.
• Handle employee, client, and company information with professionalism and confidentiality.
• Perform other administrative duties as assigned.

What you'll need

• A high school diploma or equivalent.
• At least two years of administrative or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with close attention to detail.
• Able to prioritize responsibilities and manage multiple tasks effectively.
• Professionalism, dependability, initiative, and sound problem-solving skills.
• Able to work independently while also contributing as part of a team.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Able to quickly learn new software, systems, and office procedures.
• Discretion and good judgment when handling confidential information.

Preferred Qualifications

• An associate's or bachelor's degree.
• Five or more years of administrative experience.

Why Join Our Team

• We offer a fun, family-friendly, and multicultural work environment that supports a work life balance, including:
• WEI Incentive Program
• Healthy Workplace Program
• Employee Referral Bonus
• Competitive Health Benefits
• Career Development and Training
• Flexible/Hybrid Schedule
• Community Service Opportunities

Pay

The base salary range for this role is indicated in the posting. This range reflects the company’s good faith estimate of the compensation for this position at the time of posting. Final compensation will be determined based on factors such as experience, skills, qualifications, internal equity, and geographic location.