About this role
JOB SUMMARY:
Madico is seeking a highly organized, analytical, and proactive Executive Assistant to support a senior executive and the broader commercial organization.
This position extends well beyond traditional executive assistance. The successful candidate will serve as a trusted business partner responsible for executive coordination, management reporting, data-pack preparation, budget and meeting support, customer engagement planning, event coordination, and Salesforce administration.
The ideal candidate is comfortable working with senior leadership, managing confidential information, organizing complex priorities, and converting data and business updates into clear, executive-level reports and presentations. This individual must be resourceful, detail-oriented, technologically capable, and able to anticipate needs before they arise. This is a Hybrid role, onsite in our World Headquarters in Pinellas Park Florida typically three days per week, more if needed with two days WFH.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
EXECUTIVE SUPPORT:
Provide high-level administrative and operational support to the Vice President of Sales, Marketing & Distribution
Manage a complex calendar, including internal meetings, customer appointments, leadership reviews, travel, events, and competing priorities.
Coordinate domestic and international travel arrangements, itineraries, accommodations, transportation, and related documentation.
Prepare meeting agendas, presentations, briefing materials, and executive correspondence.
Record key decisions, action items, responsibilities, and deadlines arising from meetings.
Monitor follow-up commitments and ensure important deliverables remain on schedule.
Manage sensitive and confidential business information with discretion and sound judgment.
Serve as a professional point of contact between the executive, employees, customers, distributors, and other external stakeholders.
EXECUTIVE REPORTING AND DATA PACKS:
Coordinate the preparation of weekly, monthly business reports and executive data packs.
Prepare clear summaries of sales performance, forecasts, budgets, customer activity, projects, risks, opportunities, and key performance indicators.
Create professional PowerPoint presentations, Excel reports, charts, dashboards, and supporting materials for leadership meetings.
Review information for completeness, accuracy, consistency, and presentation quality.
Maintain reporting calendars and coordinate timely submissions from responsible team members.
Help translate detailed business information into concise, decision-ready executive summaries.
BUDGET AND BUSINESS PLANNING SUPPORT:
Assist with annual budget preparation, forecasting, and periodic financial reviews.
Maintain departmental budget trackers, spending reports, project budgets, and supporting documentation
Support annual operating plans, strategic initiatives, departmental objectives, and performance tracking.
Prepare reports comparing actual results against budget, forecast, and prior-year performance.
MEETING AND PROJECT COORDINATION:
Plan and coordinate executive, leadership, departmental, customer, and strategic planning meetings.
Develop agendas, assemble materials, coordinate presenters, and manage meeting logistics.
Document decisions and maintain action-item trackers to promote accountability and timely execution.
Identify approaching deadlines, unresolved action items, and potential execution gaps.
Establish organized systems for maintaining project records, reports, presentations, and business documentation.
EVENT AND CUSTOMER ENGAGEMENT PLANNING:
Coordinate customer meetings, distributor conferences, training programs, sales meetings, trade shows, leadership events, and employee functions.
Manage invitations, registrations, venues, hotels, transportation, catering, agendas, materials, and attendees
Assist in developing customer visit schedules, briefing documents, presentations, and follow up
Maintain customer visit calendars and help ensure that internal participants are properly prepared.
Coordinate with sales and marketing teams to deliver professional, well-organized customer experiences.
Track event budgets, contracts, invoices, attendance, and post-event action items.
SALESFORCE AND COMMERCIAL ADMINISTRATION:
Provide day-to-day Salesforce administrative support to the sales and commercial teams.
Assist with account, contact, opportunity, activity, pipeline, and customer-data maintenance.
Produce routine Salesforce reports, dashboards, pipeline summaries, and activity reports.
Monitor data quality and work with team members to improve the accuracy and completeness of CRM information.
Support user onboarding, basic system guidance, report creation, and process documentation.
Help track sales opportunities, forecasts, customer visits, follow-up activities, and strategic-account initiatives.
Coordinate with Salesforce technology partners regarding system issues and enhancement requests.
MANAGEMENT SYSTEM QMS EMS RESPONSIBILITIES:
Participate, or assist, in identifying how the work performed affects the quality or environmental aspects of the products or services provided to customers.
Write procedures or work instructions that describe assigned work.
Provide input and verify that documented procedures are adequate and accurate.
Understand and use applicable work and job instructions.
Understand Madico's quality and environmental policies and how they apply to the position.
Maintain required records and data.
Participate in internal audits and ongoing process improvement.
Participate in external registration and surveillance audits.
DESIRED MINIMUM QUALIFICATIONS:
Degree in business administration, management, communications, finance, marketing, or related
Three or more years of experience supporting a senior executive or leadership team.
Experience in an executive assistant, business operations, sales operations, project coordination, or similar role.
Advanced proficiency in Microsoft Excel, PowerPoint, Word, Outlook, and Teams.
Experience using Salesforce or another customer relationship management platform.
Demonstrated ability to prepare executive-level reports, presentations, dashboards, and meeting materials.
Experience supporting budgets, forecasts, business reviews, or departmental financial reporting.
Strong event-planning capabilities.
Excellent written and verbal communication skills.
Ability to manage multiple deadlines and shifting priorities in a fast-paced business environment.
Willingness to travel and support meetings or events outside normal business hours when required.
PREFERRED QUALIFICATIONS:
Experience supporting global sales, marketing, distribution, manufacturing, or commercial organization.
Salesforce reporting, dashboard, or system-administration experience a plus
Advanced Excel skills, including pivot tables, lookups, formulas, charts, and data analysis.
Experience with ERP reporting, Max, SAP, Oracle, or similar business-intelligence tools.
Experience coordinating international meetings, customer conferences, or distributor events.
Familiarity with budgeting, forecasting, purchase orders, expense management, and vendor coordination.
Experience working across multiple countries, time zones, and business functions.
CORE COMPETENCIES:
Exceptional organization and attention to detail
Executive presence and professional communication
Sound judgment and confidentiality
Initiative, resourcefulness, and follow-through
Strong technology and data-management skills
Ability to anticipate executive and organizational needs
Project ownership and deadline management
Customer-focused mindset
Flexibility and composure under pressure
SPECIAL REQUIREMENTS:
Ability and willingness to travel domestically and internationally as required and to support occasional meetings or events outside normal business hours.
PHYSICAL DEMANDS:
This position primarily operates in a professional office environment and routinely requires the use of a computer, telephone, and other standard office equipment. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
WORK ENVIRONMENT:
Onsite and hybrid. The successful candidate must be local to the Tampa Bay area and able to work from Madico's World Headquarters typically three days per week, or as business needs require, with the remaining days eligible for remote work.
SELECTION GUIDELINES:
Formal application and interview process
Drug screening
Background check