Operations & Administrative Coordinator

DescriptionTITLE: Operations & Administrative CoordinatorLOCATION: 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. 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 AreCCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, CCS has empowered many of the world’s leading 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. This year, we were named one of Forbes’ America’s Best Management Consulting Firms 2026, based on recommendations from clients and consulting peers.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 ROLEThe 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.ResponsibilitiesExecutive Partnership & Strategic SupportServe 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 ExcellenceTrack 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 & CoordinationContribute 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 ImprovementPartner 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-upParticipate in department meetings and firmwide administrative development initiatives.Identify opportunities to enhance efficiency, strengthen coordination, and elevate the overall standard of executive partnership.QualificationsBachelor’s degree requiredThree years of previous administrative experience in office setting preferredMulti-tasking ingenuity with strong attention to detailSuperior written and oral communication skillsAdvanced graphics and formatting experienceAdvanced Proficiency with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required)Deadline-orientedStrong organizational, project management, and problem-solving skillsProfessional, efficient, and friendly demeanorA sense of teamAbility to self-direct, be proactive, and take initiative in fast-paced environmentAbility to lift 25 pounds as neededExperience with NetSuite, HubSpot, and/or Navan a plusCCS 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.