Executive Assistant to CEO

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

Job summary

Mack & Associates, Ltd. in Chicago seeks an experienced Executive Assistant to the CEO who can coordinate complex calendars, plan travel, and manage high-impact projects in a fast-paced, private equity-backed environment.

This role offers high-visibility collaboration with senior leaders, investors, and partners, requiring initiative, discretion, and superb organization to keep priorities moving and ensure follow-through.

Qualifications

• 5+ years supporting a CEO or senior leadership in fast-paced settings.
• Proactive, highly organized with strong attention to detail.
• Excellent written and verbal communication with executives and partners.

Responsibilities

• Manage and proactively coordinate the CEO's complex calendar and meetings.
• Prepare meeting agendas, briefings, and background materials with action items.
• Coordinate domestic and international travel arrangements and itineraries.
• Handle confidential information with discretion and professionalism.
• Partner with the CEO on strategic projects from conception to completion.
• Develop trackers, reports, and tools to improve internal processes.
• Support leadership meetings, off-sites, and investor-related prep.
• Assist with implementing new systems and company initiatives.
• Take on new projects as company needs evolve.

Skills

Calendar management

Project management

Travel coordination

Discretion

Written and verbal communication

Education

Experience supporting CEO/senior leadership

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.