Executive Assistant Window Film Group

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…