Executive Assistant

CCS Fundraising•New York, NY

179d•Hybrid

About The Position

We are seeking an Executive Assistant to serve as a strategic partner to one to two Selling Executives, providing high-level administrative and operational support that enables effective leadership, client engagement, and cross-department collaboration. EAs in this capacity 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, efficient daily operations.

Requirements

Bachelor’s degree
3+ years of experience providing executive support as an assistant, executive assistant, office manager, or similarly focused position
Proficient in Microsoft Office, with the ability to become familiar with firm-wide specific programs and software including NetSuite, Monday.com, and Hubspot
Strong attention to detail
Ability to handle confidential information with discretion and professionalism
Strong organizational, project management, and problem-solving skills
Impeccable multi-tasking abilities
Self-starter able to drive activity in a fast-paced environment
Friendly and professional demeanor; ability to work collaboratively within a team
Candidates must be authorized to work in the U.S. without current or future visa sponsorship.

Responsibilities

Serve as a trusted, proactive partner to assigned executives, exercising independent judgment to anticipate needs and connect information across client, internal, and business development activities.
Strategically oversee complex calendars, travel coordination, timekeeping, and expense reporting with accuracy, discretion, and timeliness.
Manage preparation for client, lead, and internal meetings by compiling relevant materials, agendas, and background research ensuring alignment with executive priorities.
Support executives in follow-up activities such as drafting correspondence, scheduling next steps, and partnering with proposal or business development teams.
Maintain awareness of each executive’s client portfolio, leadership priorities, and internal partnerships to ensure seamless coordination.
Focus on the work that adds the greatest value to executive impact, leveraging shared systems and regional resources for efficiency.
Develop and sustain a level of professionalism, among staff and clients, consistent with the firm’s mission and values.
Track and manage key dates for leads, client meetings, reports, and presentations to ensure timely preparation and follow-through.
Maintain organized digital records including biographies, contact lists, and meeting documentation.
Oversee compliance with firmwide policies, ensuring timely and accurate submission of timesheets and expense reports for supported executives.
Manage confidential information with discretion and uphold firmwide standards for organization and responsiveness.
Contribute to daily office operations to ensure spaces are professional, organized, and client-ready.
Manage and oversee meeting logistics such as catering, printing, and guest coordination as needed.
Serve as a point of contact for office-related needs in partnership with the EA Lead and other EAs.
Manage and update regional SharePoint pages and administrative resource materials.
Partner closely with other EAs to ensure workload balance, coverage continuity, and consistent communication across executives.
Collaborate with Strategy and Operations, Business Development, and Proposals teams to align executive priorities and streamline workflows.
Participate in department meetings, trainings, and firmwide administrative development opportunities.
Identify and recommend opportunities to enhance efficiency and elevate the overall standard of executive partnership.
Additional duties as assigned.