ccsfundraising1mo ago

New

$60,000 – $80,000/yr

Operations & Administrative Coordinator

United States·Chicagomid

Administrative CoordinatorAdministration & Office Support

0 views0 saves0 applied

Apply Now

Quick Summary

Overview

TITLE: Operations & Administrative CoordinatorLOCATION: Chicago, IL REPORTS TO: Assistant Vice President, Executive Partnerships DEPARTMENT: Strategy & Operations TYPE: Hybrid, In-Office 2-3 days a week Please submit a cover letter.

Key Responsibilities

Executive Partnership & Strategic Support Act as a strategic and trusted partner to the executives, exercising sound judgment, discretion, and proactive insight to anticipate needs across client work, internal priorities, and business development…

Requirements Summary

While candidates may not meet every qualification listed, the following represents the ideal background. 3+ years of experience in operations, project management, executive support, or a similar role requiring strategic coordination and independent…

Technical Tools

excelhubspotms-officenetsuitea11ymentoringnetworkingproject-management

TITLE: Operations & Administrative Coordinator
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Executive Partnerships
DEPARTMENT: Strategy & Operations
TYPE: Hybrid, In-Office 2-3 days a 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

We are seeking a highly organized, proactive, and strategically-minded professional to serve as an Operations and Administrative Coordinator supporting our Central U.S. leadership team. This individual will act as a trusted partner to senior executives, providing operational leadership, project coordination, and decision support that drives effectiveness, strengthens client engagement, and enhances cross-department collaboration.

More than a standard Executive Assistant position, this role requires proactive problem-solving, independent management of complex workflows, strong cross-team information coordination, and seamless execution of priorities in a fast-paced, high visibility environment.

RESPONSIBILITIES

Executive Partnership & Strategic Support 

Act as a strategic and trusted partner to the executives, exercising sound judgment, discretion, and proactive insight to anticipate needs across client work, internal priorities, and business development activities.

Oversee complex calendar management, travel coordination, timekeeping, and expense workflows, ensuring seamless execution through strong planning, accuracy, and timely follow-through.

Lead end-to-end meeting preparation for prospect, client, and internal meetings by developing agendas, curating materials, synthesizing background research, and equipping executives with the information needed for strong decision-making.

Guide executives through post meeting follow-up by managing next steps, drafting communications, coordinating scheduling, and partnering with other Strategy & Operations teams to drive momentum.

Maintain a high-level understanding of each executive’s client portfolio, leadership focus areas, team structure, and external commitments to ensure alignment and continuity in planning and execution.

Ensure consistent, professional, and timely communication across all correspondence, promoting clarity, alignment, and strong constituent relationships.

Operational & Administrative Excellence 

Oversee key timelines for prospects, client meetings, reports, and presentations, ensuring executives are fully prepared and that all supporting materials and coordination occur in a timely and organized manner.

Maintain high-level oversight of executive records - including biographies, contact lists, and meeting notes - ensuring accuracy, organization, and accessibility for leadership and cross-functional partners.

Ensure compliance with timekeeping and expense policies across supported executives, exercising discretion and sound judgment when resolving discrepancies or identifying process improvements.

Manage highly confidential information with professionalism and discretion, maintaining organized and secure digital filing systems that support efficient workflow and information retrieval.

Office Operations & Coordination 

In partnership with Office Manager and Executive Partnerships Team: 

Ensure smooth coordination of essential office logistics, including printing, shipping, supplies, and catering for internal and external meetings, by partnering with the Office Manager and leveraging available resources.

Oversee processes related to guest registration, mail and package delivery, and general office inquiries, ensuring an organized and professional experience while delegating execution where appropriate.

Maintain oversight of regional SharePoint pages and office resource documents, ensuring content is accurate, updated, and easily accessible for teams across the region.

Collaboration & Continuous Improvement 

Partner closely with Executive Partners and operational colleagues across the firm to ensure strong alignment, consistent practices, and seamless coordination across regions and leadership teams.

Collaborate with Business Development, Marketing, and Proposal teams to support executive-led initiatives, enhance workflow integration, and drive effective preparation and follow-through.

Contribute to firmwide operational and administrative excellence initiatives by offering insights, sharing best practices, and supporting continuous improvement projects across the organization.

QUALIFICATIONS

While candidates may not meet every qualification listed, the following represents the ideal background.

3+ years of experience in operations, project management, executive support, or a similar role requiring strategic coordination and independent decision making.

Strong organizational, project management, and problem-solving skills with the ability to manage multiple priorities.

Exceptional written and verbal communication skills with a high degree of professionalism and discretion.

Ability to build strong relationships and collaborate effectively across departments and levels.

High proficiency with MS Office Suite (Word, PowerPoint, Excel, Outlook) and comfort learning new systems; experience with CRM or workflow tools (NetSuite, Hubspot, Monday.com, Navan) a plus.

Ability to lift 25 pounds as needed.

Bachelor’s degree required.

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.

SALARY RANGE: $60,000 - $80,000

The exact salary varies within range based on years of relevant experience and education.