Senior Executive Assistant
Description
Senior Executive Assistant
*Applicant must provide a cover letter with their application in order to be considered for the role*
*Applicant must provide a cover letter with their application in order to be considered for the role*
Who We Are: CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. For more than 75 years, CCS has empowered many of the world’s greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact. CCS provides tailored support to more than 700 nonprofit organizations annually. With over 550 professionals and 18 offices throughout the United States and Europe, we have the capacity to help local and international organizations achieve outstanding results.
Job Description: CCS is seeking a self-motivated, reliable, and detail-oriented Senior Executive Assistant to manage a five-person Executive Support Team and provide direct administrative support. The candidate will join a 15-person operations team to support a junior Executive as well as a Managing Partner responsible for leading a 35-person team. Team Leaders are responsible for client management, sales, networking, and firm commitments. The ideal candidate is highly professional, resourceful, strategic with their time management, detail-oriented, proactive, a problem solver, and capable of prioritizing tasks in a fast-paced, deadline-driven corporate environment. We are seeking candidates who also have some management experience and approach management with an empathetic, people-first style. This is a full-time role with opportunities for growth and professional development in a mission-driven, growing company.
RESPONSIBILITIES:
Executive Support Team Management
- Ensure management of a five-person Executive Support Team and establish clear performance expectations
- Provide constructive feedback, coaching, and professional development to evolve the skills of the team
- Conduct annual performance reviews (in partnership with Executive)
- Work with the leadership team to promote professional advancement and address performance challenges as necessary
- Ensure the team’s compliance with operational processes, including executive time entry, expenses, proposal processes, meeting cadence
- Identify areas to create and implement best practices and standard protocol what will streamline workflow and enhance efficiency
Administrative Support
- Manage two executive calendars and schedule meetings with primary responsibility for Managing Partner
- Coordinate with team members and external partners to conduct necessary meeting preparation and follow-up
- Assist executive in prioritizing daily tasks by monitoring email and preparing to-do lists
- Looking ahead on the calendar to identify any potential challenges
- Support events, conferences, and meetings as needed
- Coordinate executive communications, including taking calls, responding to emails, and interfacing with internal and external personnel
- Prepare timely expense reports and ensure compliance with all company-wide data entry policies
- Manage contact information and ensure timely follow-up to all correspondence
- Act as a key point of contact between the executive team and other departments, facilitating communication and ensuring smooth workflow
- Track and log executive time into the database
- Support business development efforts by maintaining contact information, drafting outreach and responses, and other tasks as needed
- Make travel and hotel reservations, including tracking airline credits and rewards programs
- Participate in various weekly team and one-on-one meetings to provide insight and support as needed
- Develop and sustain a level of professionalism, among staff and clients, consistent with the firm’s mission and values
- Additional duties as assigned
SKILLS REQUIRED:
- Bachelor’s degree
- 5+ years of related work experience
- Experience managing others
- Advanced knowledge of the Microsoft Office suite, with the ability to become familiar with firm-wide specific programs and software, including NetSuite, Monday.com, and HubSpot
- Strong attention to detail
- Ability to handle confidential information with discretion and professionalism
- Multi-tasking capabilities
- Outstanding written and verbal communications skills
- Self-starter able to drive activity in a fast-paced environment
- A can-do attitude who can work collaboratively with the team
- Friendly and professional demeanor
- Philanthropic values and a commitment to service
Salary range: $90,000 - $115,000
CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.
Our Operations team is currently working in a hybrid model, with in-office time required as needed to fulfill job responsibilities (e.g., prepare for meetings), anticipated to average ~2 days/week.