Part-Time Executive Assistant

Mack & Associates, Ltd.; Chicago (IL); Remote; USD 34,000 - 62,000; Part time

Job summary

Mack & Associates, Ltd. is seeking a Part-Time Executive Assistant to support the President and CEO with calendars, meetings, invoicing, and document preparation. This remote, flexible role offers 30-35 hours per month and an hourly rate of $25-45, depending on experience.

The ideal candidate is tech-savvy, highly organized, and capable of independent work with minimal supervision, coordinating across time zones and ensuring timely follow-through on deadlines and tasks.

Qualifications

• Experience supporting a senior executive or CEO is preferred.
• Strong organizational and time-management abilities with attention to detail.
• Excellent written communication and proofreading skills.

Responsibilities

• Provide administrative support to the President and CEO, including calendar management and meeting coordination.
• Prepare invoices, monitor expenses, and assist with administrative accounting tasks.
• Coordinate LinkedIn content initiatives and maintain content calendars.
• Prepare professional documents, proposals, and presentations with clear formatting.

Skills

Calendar management

Invoicing

Zoom meetings

Written communication

Independent work

Tools

Microsoft Outlook

Word

PowerPoint

Zoom

Cloud storage

Job description

A boutique consulting firm is seeking a highly organized and dependable Part-Time Executive Assistant to provide administrative and operational support to its President and CEO. Offering an hourly pay rate of $25-45 per hour, dependent on experience, this flexible, remote opportunity is ideal for an experienced administrative professional who is technology-savvy, detail-oriented, and comfortable managing responsibilities independently with minimal supervision. The primary focus of this position will be providing day-to-day executive support, including calendar management, meeting coordination, invoicing, document preparation, client communications, social media assistance, and file organization. This individual will play an important role in maintaining organized business operations, coordinating materials for leadership programs and workshops, managing deadlines, and ensuring consistent follow-through on outstanding responsibilities. This is an excellent opportunity for a proactive professional who enjoys variety, exercises sound judgment, and takes pride in keeping business operations running smoothly. The position will require approximately 30-35 hours per month, with a flexible schedule that may fluctuate based on business needs, client programs, workshops, and deadlines.

Responsibilities of the Part-Time Executive Assistant:

• Provide direct administrative support to the President and CEO by managing calendars, coordinating appointments, and arranging virtual meetings through Zoom.
• Coordinate interviews and meetings across multiple time zones, organize recorded Zoom interviews, and maintain recordings and transcripts.
• Prepare and distribute invoices, maintain billing records, monitor business expenses, and assist with general invoicing and administrative accounting tasks.
• Assist with LinkedIn content initiatives by preparing posts, coordinating publishing schedules, and maintaining an organized content calendar.
• Proofread, edit, and professionally format business correspondence, proposals, presentations, workshop materials, and other organizational documents.
• Maintain organized electronic filing systems, manage client records, coordinate follow-up communications with clients, participants, vendors, and other professional contacts, and ensure materials are properly saved.
• Support leadership programs and workshops by coordinating pre-work and materials, tracking deadlines, maintaining task lists, and assisting with routine technology and file-management needs.

Qualifications of the Part-Time Executive Assistant:

• Previous experience in an executive assistant, administrative support, or office coordination role; experience supporting a senior executive, consultant, professional services organization, speaker, or small business is highly preferred.
• Exceptional organizational and time management abilities, with strong attention to detail and the ability to manage multiple priorities effectively.
• Excellent written communication and proofreading skills, with the ability to prepare, review, and professionally format business correspondence and materials.
• Proficiency in Microsoft Outlook, Word, PowerPoint, Zoom, cloud-based file management systems, and basic editing software.
• Demonstrated ability to work independently, take initiative, exercise sound judgment, and manage assignments with minimal supervision.
• Highly dependable and responsive, with a proactive approach to anticipating needs, managing deadlines, and ensuring consistent follow-through.
• Strong interpersonal and communication skills, with the professionalism to interact effectively with the President and CEO, clients, and vendors, maintain confidentiality, adapt to changing priorities, and contribute ideas for improving processes.