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CCS Fundraising · 6 hours ago

Executive Assistant

Chicago, IL

Full-time

Hybrid

Mid Level

$60K/yr - $80K/yr

3+ years exp

CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. The Executive Assistant will support the Central US leadership team by providing administrative and operational leadership, managing schedules, travel, and meeting preparations to ensure effective organizational operations.

ConsultingNon Profit

Growth Opportunities

No H1B

Responsibilities

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

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

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

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

Qualification

Executive support experienceMS Office proficiencyProject management skillsCommunication skillsOrganizational skillsProblem-solving skillsMultitasking abilityFriendly demeanorLift 25 poundsNetSuiteHubspotMonday.comNavanAttention to detailSelf-starter

Required

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