Senior Executive Administrator

SWCA Environmental Consultants

3h•$63,986 - $79,565•Remote

About The Position

SWCA Environmental Consultants (SWCA) is seeking a highly reliable, detail-oriented Senior Executive Administrator to partner closely with our Chief of Staff in supporting the day-to-day administrative and operational needs of the Chief Executive Officer (CEO), Executive Leadership Team (ELT), and, to a limited extent, the Board of Directors. This role is best suited for someone who takes pride in keeping complex operations running smoothly, thrives in a fast-paced and sometimes ambiguous environment, and brings a steady, professional presence to executive support work. While this position may not be highly visible, it is foundational to how SWCA’s executive leadership functions, and success in this role directly enables leaders to focus on strategy, decision-making, and the business. Confidentiality and trust are core to this position. The Senior Executive Administrator will have access to sensitive information, executive communications, and materials related to leadership discussions, business operations, and organizational planning. The ability to exercise sound judgment, maintain strict confidentiality, and operate with integrity at all times is essential. The Senior Executive Administrator will focus on tactical execution and administrative excellence – managing logistics, coordinating meetings and travel, supporting special projects, and ensuring accuracy, follow-through, and organization across multiple leaders and priorities. This role reports directly to the Chief of Staff and works closely with them on a daily basis. The Chief of Staff provides direction, mentorship, and prioritization, while this role is expected to operate independently, anticipate needs, exercise sound judgment, and manage shifting priorities with professionalism and discretion. This is a full-time, salaried position that is ideally based in Chicago, Phoenix, or Denver. Candidates located near other SWCA offices, as well as fully remote candidates, will also be considered for an exceptional fit. Limited travel is expected (approximately 2–3 times per year) to support key meetings. These meetings typically last 2–3 days but may occasionally extend up to 5 days. Please submit a resume and cover letter to be considered for this position. Application deadline: Our team will begin reviewing applications immediately, and interviews will be scheduled with qualified candidates on a rolling basis. The application process will remain open until we have received a robust pool of qualified candidates. Once we have identified suitable individuals, we may close the application process without prior notice. We appreciate the time and effort invested by all applicants and will carefully consider each submission.

Requirements

Four (4) or more years of experience providing senior-level administrative or executive support.
Demonstrated ability to work independently, manage multiple priorities, and stay organized in a fast-paced environment.
Strong attention to detail and commitment to accuracy.
Proven ability to handle confidential information with discretion and sound judgment.
Experience coordinating meetings and travel across calendars and time zones.
Experience supporting the planning and logistics of larger meetings or events with high attendee counts, multiple stakeholders, and detailed coordination requirements.
Experience compiling, formatting, and organizing complex or lengthy documents and reports for senior leaders or executive-level meetings.
Proficiency with Microsoft Office (Outlook, Word, PowerPoint) and common collaboration tools.
Alignment with SWCA’s core values and employee-ownership culture.
Valid driver’s license and ability to meet driving requirements.

Nice To Haves

Bachelor’s degree (or equivalent experience) in Business Administration, Communications, or a field relevant to SWCA’s business highly preferred.
Seven (7) years of executive admin experience, ideally in consulting or corporate environments.
Prior experience supporting C-suite leaders in a consulting, professional services, or corporate environment.
Relationship skills that build trust quickly with senior leaders.
Comfort working in ambiguity and adapting to changing priorities without constant direction.
Strong written and verbal communication skills.

Responsibilities

Provide high-quality administrative support to the CEO and ELT, including calendar coordination, meeting logistics, and preparation support.
Organize and support meetings of varying size and complexity – from small executive sessions to larger leadership meetings and events (150+ attendees) – by managing logistics, materials, schedules, and execution details to ensure smooth delivery.
Plan and coordinate complex travel for executives, including flights, lodging, ground transportation, and meeting logistics; prepare detailed itineraries with contingency details.
Assist with special projects and ad hoc requests from the Chief of Staff, CEO, or ELT as needed.
Prepare and submit expense reports in a timely manner, ensuring accuracy and compliance with company policies.
Compile, format, and assemble lengthy meeting and Board-related materials, ensuring accuracy, consistency, version control, and a high level of professionalism.
Maintain organized systems for executive materials, schedules, and documentation.
Handle confidential, sensitive, and time-critical information with discretion, sound judgment, and professionalism.
Adapt quickly to changing priorities and operate effectively in a fast-paced, evolving environment.