Senior Executive Assistant bei CCS Fundraising
CCS Fundraising · Chicago, Vereinigte Staaten Von Amerika · Hybrid
- Senior
- Optionales Büro in Chicago
TITLE: Senior Executive Assistant
LOCATION: Chicago, IL
REPORTS TO: President & Chief Operating Officer
TYPE: Full Time, Hybrid (2–3 days in office per week; flexibility required for key meetings and events)
LOCATION: Chicago, IL
REPORTS TO: President & Chief Operating Officer
TYPE: Full Time, Hybrid (2–3 days in office per week; flexibility required for key meetings and events)
This position is not eligible for employer 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 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 and 18 offices 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
The Senior Executive Assistant provides high-level administrative and operational support to the President & Chief Operating Officer (COO), ensuring smooth day-to-day execution, exceptional preparation for meetings, and seamless coordination across the firm. This role manages complex scheduling, travel, expenses, and communications while anticipating needs and maintaining the highest level of professionalism and confidentiality.
The Senior EA supports the broader operations of the Office of the COO through meeting logistics, project coordination, and close collaboration with colleagues across corporate and regional leadership teams. They will partner closely with the EVP & Head of Enterprise Strategy & Operations on firmwide coordination and leadership planning, and with the Chicago-based Central Strategy & Operations team to address any local office needs of the President & COO and Executive Leadership Team.
The ideal candidate is resourceful, strategic with their time management in a deadline-driven corporate environment, possesses high EQ, and approaches challenges with empathy and curiosity. This is a full-time role with opportunities for growth and professional development in a mission-driven, growing company.
RESPONSIBILITIES
Executive & Administrative Support
- Manage the President & COO’s complex and dynamic calendar, including scheduling, prioritization, and coordination of internal, client, and external meetings.
- Prepare daily and weekly briefing materials, to-do lists, and key follow-ups to ensure the COO is fully prepared and share these items through the most effective mediums, considering the preferences of the COO and their immediate team.
- Coordinate all aspects of travel, including transportation, accommodations, and detailed agendas.
- Manage expense reporting and reimbursements through Navan with accuracy and timeliness.
- Organize, maintain, and prioritize the President & COO’s inbox, flagging key priorities and drafting or proofreading responses as appropriate.
- Support drafting and editing of executive correspondence, meeting recaps, and communications for internal and external audiences.
- Coordinate catering, printing, shipping, and on-site logistics for leadership and client meetings.
- Maintain electronic filing systems, contact lists, and confidential records in alignment with CCS policies and data standards.
Leadership Meeting & Event Coordination
- Plan and execute logistics for leadership/group meetings the President & COO leads or attends, including Executive Leadership Team (ELT), Corporate Leadership Team (CLT), and Regional Leadership Team (RLT) sessions.
- Partner with others across the CCS Executive and Regional Leadership Teams to align meeting cadence, agendas, and preparation materials.
- Manage timelines, coordinate briefing packets, and track action items following meetings to ensure accountability and follow-through.
- Support event logistics for firm-wide gatherings, retreats, and off-sites as needed.
Project & Operational Coordination
- Develop an understanding of CCS client-facing work, internal projects and their respective needs to ensure that appropriate meetings are scheduled, and materials are prepared in a timely manner
- Assist with special projects or initiatives led by the COO, including scheduling, material development, and progress tracking.
- Coordinate across departments to gather updates, data, and materials that inform leadership discussions and reporting.
- Partner closely with the EVP & Head of Enterprise Strategy & Operations on operational alignment, firmwide coordination, and information flow across departments.
- Collaborate with the Central Strategy & Operations team to address any Chicago-based needs for the President & COO or the Executive Leadership Team.
- Maintain awareness of key firm priorities and timelines to anticipate upcoming needs and proactively plan support.
Collaboration & Communication
- Build strong working relationships with corporate and regional leaders, executive assistants, and other internal teams to ensure seamless communication and coordination.
- Demonstrate exceptional judgment, discretion, and service orientation in all interactions with internal colleagues and external contacts.
- Develop and sustain a level of professionalism, among staff and clients, consistent with the firm’s mission and values.
- Handle confidential information with discretion.
QUALIFICATIONS
- Bachelor’s degree required.
- 7–10 years of executive assistant experience, including 3+ years supporting C-suite or senior executives in a professional services environment.
- Proven ability to manage complex calendars, travel, expenses, and confidential correspondence with precision and discretion.
- Excellent written and verbal communication skills, with strong attention to detail and professional polish.
- Highly organized and proactive, with the ability to anticipate needs and adapt to shifting priorities.
- Proficiency in Microsoft Office Suite required.
- Experience with Monday.com, NetSuite, HubSpot, and Navan preferred.
- Strong interpersonal skills and the ability to build trust and rapport across levels and functions.
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: $90,000 - $120,000
The exact salary varies within range based on years of relevant experience and education.
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