LOCATION:

- Posted on Aug 18, 2025

- Tampa, Florida, United States

AREA:

Sales & Marketing and Communications

The Executive Assistant will provide high-level administrative and operational support to the Vice President of Sales & Marketing in a dynamic, results-driven environment. This role ensures that the VP can focus on strategic priorities by managing complex scheduling, communications, reporting, and event coordination. The Executive Assistant will act as a trusted partner, anticipating needs, maintaining confidentiality, and enabling operational efficiency across the Sales & Marketing function.

Primary Duties and Responsibilities

- Executive Support & Coordination

- Manage complex calendars, appointments, and travel arrangements (domestic and international).

- Screen, prioritize, and respond to communications on behalf of the VP.

- Draft, edit, and prepare correspondence, presentations, and reports.

- Organize and maintain confidential records and files.

- Meeting & Event Management

- Coordinate internal and external meetings, including preparing agendas, briefing materials, and tracking follow-up actions.

- Support logistics and planning for major events such as customer engagements, sales meetings, and industry conferences.

- Liaise with internal teams and external partners to ensure seamless execution.

- Business Support

- Assist with the preparation of sales reports, dashboards, and performance updates.

- Conduct research and compile data for strategic initiatives.

- Maintain tracking systems for contracts, projects, and key action items.

- Operational Excellence

- Identify and implement process improvements to increase efficiency.

- Manage expense reports, budget tracking, and vendor invoicing for the VP’s office.

- Ensure timely completion of deliverables by following up with stakeholders and coordinating priorities.

Qualifications

- 7+ years of executive assistant experience, including at least 3 years supporting senior executives in a large corporate environment.

- Proven ability to manage complex schedules, competing priorities, and tight deadlines.

- Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); familiarity with ERP systems such as SAP preferred.

- Strong written and verbal communication skills.

- High degree of professionalism, discretion, and confidentiality.

- Problem-solving ability with a proactive and anticipatory approach.

- Experience in manufacturing, industrial, or B2B sales/marketing environments preferred.

Key Competencies

- Organization & Prioritization – Handles multiple high-priority tasks with accuracy and efficiency.

- Relationship Management – Builds trust and maintains positive working relationships with internal teams, customers, and external partners.

- Proactive Mindset – Anticipates needs and takes initiative rather than reacting.

- Discretion – Exercises sound judgment and protects sensitive information.

- Business Savvy – Understands the sales and marketing function and its impact on business results.