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 meaningful projects within a fast‑paced, private equity‑backed environment.

You will manage the CEO’s calendar, prep meeting materials, and coordinate travel while handling sensitive information with discretion. This role offers significant visibility to senior leadership, investors, and cross‑functional teams, plus opportunities to drive operational initiatives.

Qualifications

• 5+ years of experience supporting a CEO or senior leadership in a fast-paced environment.
• Ability to manage complex calendars, travel, and multiple priorities with accuracy.
• Strong written and verbal communication and cross-functional collaboration.

Responsibilities

• Manage CEO's complex calendar and travel arrangements.
• Prepare meeting materials, agendas, and background information with action items.
• Coordinate domestic and international travel and itineraries.
• Handle confidential information with discretion.
• Lead special projects from conception to completion with timelines and stakeholders.
• Develop reports, trackers, and presentations to improve processes.
• Coordinate leadership meetings and company-wide initiatives; support board/investor prep.
• Support implementation of new systems and processes.
• Take ownership of evolving responsibilities as needed.

Skills

Executive support

Project management

Communication

Organizational skills

Initiative

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 analyze 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 organizational 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 judgment 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 judgment and discretion when handling confidential or sensitive information required.