Executive Assistant, Office of the President & COO

CCS Fundraising • Chicago, IL

1d • $70,000 - $90,000 • Hybrid

About The Position

The Executive Assistant provides high-quality administrative and operational support to a portfolio of senior executives within the Office of the President & COO. This role operates under a shared-support model, supporting 3 to 4 executives, with a primary focus on calendar management, scheduling, travel, and expenses.
This position is ideal for someone who enjoys managing the day-to-day mechanics that keep senior leaders operating effectively, anticipating needs, maintaining organization, and ensuring commitments are well planned and executed. The Executive Assistant plays a critical role in creating structure and reliability for the team by managing logistics with precision, responsiveness, and sound judgment.
While the role includes exposure to leadership meetings, materials preparation, and coordination efforts, its core responsibility is executional support across multiple executives rather than serving as a dedicated strategic partner to a single leader. The Executive Assistant partners closely with the broader corporate executive support team to ensure seamless coordination, consistent standards, and strong coverage across the Office of the President & COO.
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.

Requirements

• Bachelor’s degree required.
• 3 to 5 years of experience as an Executive Assistant or in a comparable administrative support role.
• Demonstrated experience supporting multiple senior leaders in a fast-paced, professional environment.
• Strong calendar management, scheduling, travel coordination, and expense management skills.
• Excellent written and verbal communication skills with strong attention to detail and professional polish.
• Highly organized, dependable, and able to manage shifting priorities with confidence.
• Proficiency in Microsoft Office required.
• Strong interpersonal skills and a service-oriented mindset, with the ability to build trust across levels and functions.

Nice To Haves

• Experience with Navan, Monday.com, NetSuite, and HubSpot preferred.

Responsibilities

• Organize and maintain digital files, contact lists, and records in alignment with firm standards.
• Manage calendars for 3 to 4 executives, including scheduling, prioritization, and coordination across internal, client, and external meetings.
• Serve as the first point of coordination for scheduling requests, ensuring timely responses and thoughtful calendar planning.
• Hold regular check-ins with each supported executive, at minimum weekly, to review upcoming schedules, confirm priorities, and proactively plan for the week ahead.
• Coordinate all aspects of travel, including transportation, accommodations, and itineraries.
• Manage expense reporting and reimbursements with accuracy and timeliness.
• Maintain accurate calendar details, meeting links, locations, and materials so executives are fully prepared for each engagement.
• Organize and maintain digital files, contact lists, and records in alignment with firm standards and data practices.
• Support meeting preparation as requested, including compiling agendas, briefing materials, and background documents.
• Draft, proofread, or format routine correspondence and internal communications on behalf of supported executives, as needed.
• Assist with light follow-up coordination after meetings, including scheduling next steps or capturing action items when requested.
• Provide administrative and logistical support for leadership meetings, firmwide events, and executive convenings as needed.
• Assist with coordination related to select projects or operational initiatives, primarily through scheduling, materials organization, and follow-up support.
• Partner closely with the President & COO’s Senior Executive Assistant to align on Office priorities, coverage, and best practices.
• 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.

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: Mid Level