Executive Assistant
Description
TITLE: Executive Assistant
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Executive Partnerships
DEPARTMENT: Strategy & Operations
TYPE: Full Time, Hybrid (two-three days in-office)
Please submit a cover letter.
CCS is unable to sponsor work visas for this position, including H-1B. Candidates must be authorized to work in the U.S. without current or future visa sponsorship.
WHO WE ARE
CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, 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. Headquartered in New York, the firm has over 600 professionals across 4 regional teams throughout the United States and Europe. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance.
UNDERSTANDING THE ROLE
CCS Fundraising is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Central US leadership team. This individual acts as a strategic partner to executives, providing administrative and operational leadership that drives effectiveness and influences organizational priorities, client engagement, and cross-department collaboration. EAs lead out on scheduling, travel, expenses, and meeting preparation while maintaining awareness of their executives’ client portfolios, internal responsibilities, and strategic priorities. The role requires professionalism, discretion, and the ability to proactively problem solve, connect information across teams, and ensure smooth daily operations.
RESPONSIBILITIES
Executive Partnership & Strategic Support
- Act as a strategic, trusted partner to the executives, exercising discretion and independent judgment to anticipate needs across client, internal, and business development activities.
- Manage complex calendars, travel coordination, timekeeping, and expense reporting with accuracy, discretion, and timeliness.
- Develop and lead meeting preparation for prospect, client, and internal meetings by curating materials, agendas, and synthesizing background research to inform executive decision-making.
- Guide executives through follow-up activities such as drafting thank-you notes, scheduling next steps, and partnering with proposal or business development teams.
- Maintain a high-level understanding of each executive’s client portfolio, leadership priorities, team composition, and external commitments.
- Ensure consistent communication, follow-through, and professionalism in all correspondence.
Operational & Administrative Excellence
- Manage key dates for leads, client meetings, reports, and presentations to ensure timely preparation and coordination.
- Oversee and manage executive records including biographies, contact lists, and meeting notes.
- Ensure compliance with time and expense policies, exercising discretion in resolving discrepancies for all supported executives.
- Manage confidential information with discretion and maintain organized digital filing systems.
Office Operations & Coordination
In partnership with the Office Manager and Executive Partnerships Team:
- Contribute to daily office operations, ensuring spaces are organized, well-maintained, and client-ready.
- Facilitate office logistics including printing, shipping, supplies, and catering for internal or external meetings.
- Own and execute processes of guest registration, mail and package delivery, and general office inquiries.
- Partner with the Department Lead on office moves, renovations, or facilities updates as needed.
- Oversee and maintain regional SharePoint pages and office resource documents.
Collaboration & Continuous Improvement
- Partner closely with other EAs to ensure consistent coverage, workload balance, and communication across executives.
- Collaborate with Business Development, Proposals, and Marketing teams to align meeting preparation and follow-up.
- Engage in department meetings and firmwide administrative development initiatives.
- Identify and champion opportunities to enhance efficiency, strengthen coordination, and elevate the overall standard of executive partnership.
QUALIFICATIONS
- Prior experience (3+ years preferable) providing executive support.
- Proficient with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required) with the ability to become familiar with firm-wide specific programs and software.
- Excellent written and oral communication skills.
- High attention to detail.
- Deadline-oriented.
- Strong organizational, project management, and problem-solving skills.
- Ability to multitask effectively.
- Self-starter able to drive activity in a fast-paced environment.
- Friendly and professional demeanor.
- Ability to lift 25 pounds as needed.
- Bachelor’s degree required.
- Experience with NetSuite, Hubspot, Monday.com, and/or Navan a plus.
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.
SALARY RANGE: $60,000 - $80,000
The exact salary varies within range based on years of relevant experience and education.