Administrative and Office Operations Assistant

CCS Fundraising • Chicago, IL

13d • $50,000 - $70,000 • Onsite

About The Position

The Administrative and Office Operations Assistant (AA) role provides professional, efficient, and high-quality administrative support to multiple executives under a shared-support model (typically 3:1 – 4:1). This role focuses on calendaring, meeting coordination, and logistical organization. It ensures executives’ schedules run smoothly across client, internal, and business development commitments, while also providing operational support to keep our offices running efficiently. AAs in this capacity serve as reliable, organized, and detail-oriented partners—supporting several leaders simultaneously while maintaining a consistent, client-ready standard. They represent the firm with professionalism, manage information with discretion, and collaborate closely with the Executive Partnerships & Office Operations Lead to balance workload and maintain seamless regional coverage. While this position typically supports 3–4 executives, some AAs may have blended portfolios that include support for both Selling Executives and Engagement Managers.

Requirements

• Prior experience providing administrative and/or executive support ideal.
• 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.

Nice To Haves

• Experience with NetSuite, Hubspot, Monday.com, and/or Navan a plus.

Responsibilities

• Manage calendars for 3–4 executives, prioritizing requests, proactively resolving scheduling conflicts, and ensuring accuracy across time zones.
• Schedule internal and external meetings, including client calls, team check-ins, and firmwide activities.
• Administer meeting links, room reservations, and calendar details to ensure executives have what they need before each meeting.
• Anticipate and plan for upcoming scheduling needs (e.g., client milestones, travel periods, or internal deliverables) to prevent conflicts.
• Support executives with administrative coordination such as document tracking, meeting reminders, and follow-up scheduling.
• Maintain organized digital files, contact lists, and meeting records as directed.
• Manage confidential information with discretion and ensure all materials are handled according to CCS standards.
• Collaborate with the EA Lead to ensure consistency in scheduling practices and tools across the region.
• Lead daily office operations by ensuring workspaces are organized, professional, and client-ready.
• Owns and maintains office protocols to streamline processes and strategy.
• Maintain inventory and ordering supplies as needed.
• Lead coordination of larger meetings & event with the office building.
• Manage relationships with vendors and service providers.
• Serve as a point of contact for internal and external communications for office and visitor requests.
• Proactively identify any necessary office updates and managing any office moves.
• Coordinate meeting logistics (e.g., catering, printing, visitor coordination) when executives are in-office or hosting clients.
• Partner with other EAs to ensure coverage during absences and to align practices across offices and executives.
• Participate in regional administrative meetings, trainings, and firmwide professional development opportunities.
• Communicate clearly and promptly with assigned executives and their teams to confirm priorities and manage scheduling expectations.
• Build positive, professional relationships with colleagues across S&O, Corporate, and Client Services teams.
• Partner with the EA Lead to address prioritization challenges or competing deadlines.
• Provide strategic insight for regional systems improvement by flagging process gaps or recurring scheduling challenges.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees