What are the responsibilities and job description for the Executive Assistant/Project Coordinator position at Mack & Associates, Ltd.?
A small design office in Chicago is seeking a full-time, in-office Executive Assistant / Project Coordinator to support the business owner and help manage administrative operations and project timelines. This is an exciting opportunity for a highly organized, proactive professional who thrives in a fast-paced, creative environment and enjoys taking ownership of a wide range of responsibilities. The salary range for this role is $60,000 to $70,000, based on experience. This role offers the chance to play a key role in the daily operations of a growing, design-focused business and be part of a close-knit, collaborative team. A comprehensive benefits package is offered, including (but not limited to) medical and dental insurance, as well as paid time off.
Key Responsibilities of the Executive Assistant / Project Coordinator:
- Manage the owner’s calendar, meetings, and travel arrangements
- Screen and respond to emails, calls, and correspondence
- Prepare documents, presentations, and meeting notes
- Handle confidential information with discretion
- Assist with vendor and client communications
- Oversee office supplies, software subscriptions, and general office upkeep
- Maintain digital and physical filing systems
- Support billing, invoicing, and expense tracking in collaboration with accounting
- Handle occasional personal assistant tasks
- Liaise with clients, contractors, and consultants to ensure smooth communication
- Schedule project meetings and coordinate follow-ups
- Maintain project management tools and systems
Qualifications of the Executive Assistant / Project Coordinator:
- 3 years of experience in an executive assistant, office management, or project coordination role (experience in a design or creative-focused environment is a plus)
- Proficiency in Microsoft Office or Google Workspace, experience with Canva and QuickBooks is a plus
- Strong written and verbal communication skills
- High attention to detail and exceptional organizational skills
- Ability to manage multiple priorities and work independently
- Professional demeanor and strong sense of initiative
P - 10
Salary : $60,000 - $70,000