Executive Assistant

CCS Fundraising•Philadelphia, PA

1d•Hybrid

About The Position

The Executive Assistant serves as a strategic partner to executives, providing high-level administrative and operational support that enables effective leadership, client engagement, and cross-department collaboration. EAs manage 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 anticipate needs, connect information across teams, and ensure smooth daily operations.

Requirements

Bachelor’s degree required
Three years of previous administrative experience in office setting preferred
Multi-tasking ingenuity with strong attention to detail
Superior written and oral communication skills
Advanced graphics and formatting experience
Advanced Proficiency with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required)
Deadline-oriented
Strong organizational, project management, and problem-solving skills
Professional, efficient, and friendly demeanor
A sense of team
Ability to self-direct, be proactive, and take initiative in fast-paced environment
Ability to lift 25 pounds as needed

Nice To Haves

Experience with NetSuite, HubSpot, and/or Navan a plus

Responsibilities

Serve as a trusted partner to assigned executives, anticipating needs and helping connect the dots across client, internal, and business development activities.
Manage complex calendars, travel coordination, timekeeping, and expense reporting with accuracy, discretion, and timeliness.
Prepare for lead, client, and internal meetings by compiling relevant materials, agendas, and background research.
Support executives in follow-up activities such as drafting thank-you notes, scheduling next steps, and coordinating 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.
Track and manage key dates for leads, client meetings, reports, and presentations to ensure timely preparation and coordination.
Update and maintain executive records including biographies, contact lists, and meeting notes.
Ensure timely completion of time and expense submissions 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.
Manage or support office logistics including printing, shipping, supplies, and catering for internal or external meetings.
Serve as a point of contact for guest registration, mail and package delivery, and general office inquiries.
Coordinate with the Department Lead on office moves, renovations, or facilities updates as needed.
Maintain and update 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
Participate in department meetings and firmwide administrative development initiatives.
Identify opportunities to enhance efficiency, strengthen coordination, and elevate the overall standard of executive partnership.