Executive Assistant/Project Coordinator Job at Mack & Associates, Ltd. in Chicag

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

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