Administrative Assistant I

Beast Code•Fort Walton Beach, FL

8d•Hybrid

About The Position

At Beast Code, the Administrative Assistant I serves as a trusted steward of the headquarters by supporting leaders, safeguarding daily operations, and ensuring the rhythm of the realm remains steady. This role is essential to maintaining order within the lair, welcoming allies and visitors, and keeping schedules, communications, and logistics aligned as the organization grows. As a Castle Steward in a house of Beasts, you will operate at the crossroads of people, process, and place. You’ll support the Business Administration Department and company leadership by managing operational functions that keep the stronghold running smoothly. From controlling access at the gates to maintaining a headquarters that is always “tour-ready,” this role requires professionalism, discretion, and an eye for detail. You will act as a first point of contact for visitors and internal teams alike. You’ll help coordinate calendars, meetings, travel, and events, ensuring leaders can focus on the mission while you unblock obstacles behind the scenes. When priorities shift or requests arrive unexpectedly, you’ll adapt quickly and keep the day moving forward without disruption. This role will have a strong focus on supporting Finance staff and Program Managers, particularly with travel coordination and administrative reporting. Travel planning can be unpredictable, and flexibility is key. Some days are orderly, others feel like navigating a council meeting during a dragon sighting. You’ll bring structure, accuracy, and follow-through to every task, regardless of complexity. As Beast Code prepares to launch a new headquarters, this position will play an important role in helping a growing matrix organization, while maintaining welcoming environment for both employees and visitors. You’ll contribute to creating a dynamic space that reflects the company’s values, award-winning culture, and commitment to a people first approach.

Requirements

A positive attitude and the desire to grow in an award-winning company culture.
Strong verbal and written communication skills; excellent customer service skills.
Strong organizational and computer skills. Proficient with Microsoft Office (Outlook, Word, Excel, and PowerPoint).
Ability to effectively manage time and multitask.
Confident using office equipment (printers, fax machines, photocopiers, etc.).
High school diploma or GED.
Due to the nature of our work, it is mandatory that you are a U.S. Citizen and able to comply with Government regulations.
Successfully complete background check and maintain a valid USA driver’s license.
Beast Code is a drug free work environment using mandatory pre-employment drug testing as per all applicable laws

Nice To Haves

Previous administrative related experience and moderate understanding of office procedures and processes.

Responsibilities

Coordinate travel arrangements (domestic, international, out-of-town conferences) and other travel related administrative duties and reporting.
Process expense reports, accurately submit business-related expenses incurred by executives.
Provide necessary documentation for re-imbursement and credit card reports.
Maintain office supply inventory, and routine organization.
Maintain office security by following safety procedures. Controlling access via the reception desk (monitor logbooks, issue visitor badges, welcome visitors and customers).
Collaborate with management to complete necessary projects, work independently on prior delegated tasks.
Keep the facility in “tour ready” state of cleanliness to include break rooms and kitchen (as needed).
Be involved with company events. Keep calendars organized assist with events.
Other administrative duties as assigned.