Executive Assistant

United States·Philadelphiamid

Executive AssistantAdministration & Office Support

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Overview

TITLE: Executive AssistantLOCATION: Philadelphia, PAREPORTS TO: Executive Partnerships & Office Operations LeadDEPARTMENT: Strategy & OperationsTYPE: Full Time, Hybrid (three-five days in-office per week) Please submit a cover letter.

Key Responsibilities

Executive Partnership & Strategic Support Serve as a trusted partner to assigned executives, anticipating needs and helping connect the dots across client, internal, and business development activities.

Requirements Summary

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…

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TITLE: Executive Assistant
LOCATION: Philadelphia, PA
REPORTS TO: Executive Partnerships & Office Operations Lead
DEPARTMENT: Strategy & Operations
TYPE: Full Time, Hybrid (three-five days in-office per week)

Please submit a cover letter.

CCS is unable to sponsor work visas for this position, including H-1B. Candidates must be authorized to work in the U.S. without current or future visa sponsorship.

WHO WE ARE
CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, CCS has empowered many of the world’s greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact.

CCS provides tailored support to more than 700 nonprofit organizations annually. Headquartered in New York, the firm has over 600 professionals and 18 offices throughout the United States and Europe. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance.

UNDERSTANDING THE ROLE

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.

RESPONSIBILITIES

Executive Partnership & Strategic Support

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.

Operational & Administrative Excellence

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.

Office Operations & Coordination

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.

Collaboration & Continuous Improvement

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.

QUALIFICATIONS

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

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.

Please submit a cover letter.