Executive Assistant

About the position

CCS Fundraising is seeking a highly organized, proactive, and detail-oriented Executive Assistant, to support our Mid-Atlantic and Southeast leadership team. This individual will be instrumental in supporting two to three senior-level executives, coordinating select events and providing administrative support that enhances team productivity and efficiency. The ideal candidate is a resourceful professional who excels in managing complex workloads, prioritizing tasks, and thriving in a fast-paced, mission-driven environment. This role offers an excellent opportunity to contribute to a growing professional services firm with a meaningful impact.

Responsibilities

• Manage complex calendars for two to three executives, interfacing with internal and external audiences, managing and prioritizing requests, responding to emails, preparing/gathering documents for meetings, and coordinating meeting logistics.
• Arrange travel and hotel accommodations, including tracking airline credits and rewards programs.
• Prepare and submit timely expense reports and reimbursement requests.
• Oversee executive timekeeping and ensure compliance with timecard policies.
• Develop an understanding of projects and their respective needs to ensure that appropriate meetings are scheduled, and materials are prepared in a timely manner.
• Identify and implement process/workflow improvements to enhance operational efficiency.
• Serve as a strategic partner to advance executive business development efforts.
• Act as the executive’s primary point of contact, anticipating their needs and effectively supporting or communicating them to others.
• Maintain professionalism and confidentiality when working with staff and clientele, consistently upholding the firm’s mission and values.
• Collaborate with marketing and business development teams to provide logistical support for select internal and external events.
• Plan and manage logistical aspects of select leadership meetings and team gatherings.
• Perform administrative tasks as required, including copying, scanning, binding, mailing, couriering, and other general office tasks.
• Oversee and manage Miami office functions including answering phones, ordering and maintaining office supplies, liaising with building management, and coordinating all in-office meetings.

Requirements

• Bachelor’s degree required
• One to 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
• Deadline-oriented
• Strong organizational, project management, and problem-solving skills
• Professional, efficient, and friendly demeanor
• 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

Benefits

• Competitive benefits
• Dynamic training program
• Resources for career advancement
• Mentoring and networking opportunities