Executive Assistant to CEO

Mack & Associates, Ltd.; Chicago (IL); On-site; USD 110,000 - 150,000; Full time

Job summary

Mack & Associates, Ltd. is seeking an experienced Executive Assistant to the CEO to provide high-level support and own strategic initiatives. This role offers direct access to the CEO, coordinating priorities, schedules, and critical follow-ups in a fast-paced, entrepreneurial setting.

The ideal candidate is proactive, highly organized, and capable of anticipating needs while managing multiple projects across the business. Experience in private equity-backed environments is valued.

Qualifications

• 5+ years of experience supporting a CEO or senior leadership in a fast-paced environment.
• Exceptional organisational and time-management skills with multiple priorities.
• Strong project management abilities with ownership of initiatives.
• Highly proactive, resourceful, and able to work with minimal direction.
• Excellent written and verbal communication with executives and partners.
• Solid business acumen and attention to how the business operates.

Responsibilities

• Manage and proactively coordinate the CEO's complex calendar and travel.
• Prepare meetings with agendas, briefings, and background information; capture actions.
• Coordinate domestic and international travel arrangements and itineraries.
• Handle confidential information with discretion while liaising with stakeholders.
• Partner with CEO and leadership on special projects from conception to completion.
• Research, develop trackers, reports, and tools to improve processes.
• Coordinate leadership meetings, off-sites, and investor prep.
• Assist with implementing new systems, processes, and company initiatives.

Skills

Calendar management

Project management

Executive support

Communication

Attention to detail

Business acumen

Tools

Microsoft Office

Google Workspace

Job description

A rapidly growing, private equity-backed company is looking for an experienced and highly capable Executive Assistant to the CEO to provide high-level executive support while also taking ownership of meaningful projects and operational initiatives. This position offers the opportunity to work directly with the CEO in a highly visible capacity, helping coordinate schedules, manage priorities, and ensure important tasks and follow-ups are handled efficiently. The role goes beyond traditional administrative support, requiring someone who can anticipate needs, take ownership of projects, and help keep cross-functional priorities moving forward. The ideal candidate will be proactive, highly organized, resourceful, intellectually curious, and comfortable taking initiative with minimal direction in a fast-paced, entrepreneurial environment. This person will have significant visibility with senior leadership, investors, employees, clients, and external partners while also supporting projects across various areas of the business. This is a full-time position offering a salary of $110,000–$150,000, depending on experience and qualifications.

Responsibilities of the Executive Assistant:

• Manage and proactively coordinate the CEO's complex calendar, including internal and external meetings, travel, shifting priorities, and incoming requests.
• Prepare the CEO for meetings by organizing agendas, presentations, briefing materials, and relevant background information while capturing action items and ensuring timely follow-up.
• Coordinate domestic and international travel arrangements, detailed itineraries, necessary documentation, and other executive travel needs.
• Handle highly sensitive and confidential information with discretion and professionalism while serving as a key point of contact between the CEO and internal and external stakeholders.
• Partner directly with the CEO and leadership team on special projects and strategic initiatives, taking ownership from conception through completion and tracking timelines, stakeholders, and deliverables.
• Research and analyse information, develop project trackers, reports, presentations, and other management tools, and identify opportunities to improve internal processes and workflows.
• Coordinate leadership meetings, off-sites, team events, and company-wide initiatives while supporting board and investor-related preparation.
• Assist with the implementation of new systems, processes, and company initiatives.
• Step into new projects and responsibilities as the company's needs evolve.

Qualifications of the Executive Assistant:

• 5+ years of experience supporting a CEO, Founder, Executive, or senior leadership team in a fast-paced environment; experience in a startup, high-growth company, private equity, consulting, investment, professional services, or similarly demanding environment is highly valued.
• Exceptional organisational and time-management skills with the ability to manage multiple priorities simultaneously while maintaining accuracy and attention to detail.
• Strong project management skills with a demonstrated ability to take ownership of initiatives, coordinate stakeholders, track deliverables, and follow projects through completion.
• Highly proactive and resourceful, with the ability to anticipate needs, work independently, make sound judgement calls, and naturally ask, “What else can I do?”
• Excellent written and verbal communication skills with the ability to interact confidently and professionally with executives, investors, clients, employees, and external partners.
• Strong business acumen, genuine curiosity about how businesses operate, and the ability to understand the bigger picture while remaining extremely detail-oriented.
• Advanced proficiency with Microsoft Office and/or Google Workspace, with the ability to quickly learn new systems and technology; excellent judgement and discretion when handling confidential or sensitive information required.