What are the responsibilities and job description for the Administrative and Office Operations Assistant position at CCS Fundraising?
TITLE: Administrative and Office Operations Assistant
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Executive Partnerships
DEPARTMENT: Strategy & Operations
TYPE: Full Time, In-Office (five days in-office)
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Executive Partnerships
DEPARTMENT: Strategy & Operations
TYPE: Full Time, In-Office (five days in-office)
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 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 Administrative and Office Operations Assistant (AA) role provides professional, efficient, and high-quality administrative support to multiple executives under a shared-support model (typically 3:1 – 4:1). This role focuses on calendaring, meeting coordination, and logistical organization. It ensures executives’ schedules run smoothly across client, internal, and business development commitments, while also providing operational support to keep our offices running efficiently.
AAs in this capacity serve as reliable, organized, and detail-oriented partners—supporting several leaders simultaneously while maintaining a consistent, client-ready standard. They represent the firm with professionalism, manage information with discretion, and collaborate closely with the Executive Partnerships & Office Operations Lead to balance workload and maintain seamless regional coverage.
While this position typically supports 3–4 executives, some AAs may have blended portfolios that include support for both Selling Executives and Engagement Managers.
RESPONSIBILITIES
Scheduling & Coordination
- Manage calendars for 3–4 executives, prioritizing requests, proactively resolving scheduling conflicts, and ensuring accuracy across time zones.
- Schedule internal and external meetings, including client calls, team check-ins, and firmwide activities.
- Administer meeting links, room reservations, and calendar details to ensure executives have what they need before each meeting.
- Anticipate and plan for upcoming scheduling needs (e.g., client milestones, travel periods, or internal deliverables) to prevent conflicts.
Administrative & Operational Excellence
- Support executives with administrative coordination such as document tracking, meeting reminders, and follow-up scheduling.
- Maintain organized digital files, contact lists, and meeting records as directed.
- Manage confidential information with discretion and ensure all materials are handled according to CCS standards.
- Collaborate with the EA Lead to ensure consistency in scheduling practices and tools across the region.
Office Operations & Collaboration
- Lead daily office operations by ensuring workspaces are organized, professional, and client-ready.
- Owns and maintains office protocols to streamline processes and strategy.
- Maintain inventory and ordering supplies as needed.
- Lead coordination of larger meetings & event with the office building.
- Manage relationships with vendors and service providers.
- Serve as a point of contact for internal and external communications for office and visitor requests.
- Proactively identify any necessary office updates and managing any office moves.
- Coordinate meeting logistics (e.g., catering, printing, visitor coordination) when executives are in-office or hosting clients.
- Partner with other EAs to ensure coverage during absences and to align practices across offices and executives.
- Participate in regional administrative meetings, trainings, and firmwide professional development opportunities.
Communication & Team Partnership
- Communicate clearly and promptly with assigned executives and their teams to confirm priorities and manage scheduling expectations.
- Build positive, professional relationships with colleagues across S&O, Corporate, and Client Services teams.
- Partner with the EA Lead to address prioritization challenges or competing deadlines.
- Provide strategic insight for regional systems improvement by flagging process gaps or recurring scheduling challenges.
QUALIFICATIONS
- Prior experience providing administrative and/or executive support ideal.
- Proficient with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required) with the ability to become familiar with firm-wide specific programs and software.
- Excellent written and oral communication skills.
- High attention to detail.
- Deadline-oriented.
- Strong organizational, project management, and problem-solving skills.
- Ability to multitask effectively.
- Self-starter able to drive activity in a fast-paced environment.
- Friendly and professional demeanor.
- Ability to lift 25 pounds as needed.
- Bachelor’s degree required.
- Experience with NetSuite, Hubspot, Monday.com, 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.
SALARY RANGE: $50,000 - $70,000
The exact salary varies within range based on years of relevant experience and education.
Salary : $50,000 - $70,000