Senior Executive Administrator

About the opportunity:

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 as a hybrid employee based in either our Chicago, Phoenix, or Denver offices. 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.

What you will accomplish:

• 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.

What Success Looks Like

• Executives experience well-organized meetings and events, smooth travel, and reliable administrative support that allows them to stay focused on their work.
• Sensitive information is handled with absolute discretion and care.
• Details are anticipated, not chased.
• Deadlines are met, expenses are accurate, and logistics are handled with minimal friction.
• The Chief of Staff can rely on you as a trusted execution partner who brings structure, calm, and follow-through.

Experience and qualifications for success:

Required Qualifications

• Minimum of a High School Diploma.
• 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.
• Experience handling 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.

Preferred Qualifications :

• 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.

Knowledge, Skills and Abilities

• 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.
• Strong attention to detail and commitment to accuracy.

Why Work at SWCA :

SWCA Environmental Consultants is a growing employee-owned firm, providing a full-spectrum of environmental services. Our Vision (the North Star) is to make SWCA the best workplace and industry leader in sustainability, bringing sound science and creative solutions to global environmental challenges while maintaining a dedication to employee-ownership. We live our core values: we collaborate as #OneSWCA; we are #AlwaysLearning , we #NeverSettle, and we #GiveBack.

We are 100% employee-owned , and we build our success together. With offices across the United States, SWCA is one of the largest environmental compliance firms and ranks among Engineering News-Record’s Top 200 Environmental Firms . We offer a supportive, team-oriented work environment and competitive wages and benefits, including an 100% employee stock ownership plan (retirement).

At SWCA, we support our team members in developing their careers to make them leaders in their industry. Our Career Landscape initiative is a process and guide designed to help develop chart rewarding career paths for employees at SWCA. All regular status employees are eligible to participate in SWCA medical, dental, vision, employee assistance, wellness, life and disability plans, and are eligible to participate in the SWCA 401(k) Profit Sharing Plan and Trust.

If you need assistance accessing SWCA’s website, completing the online application, or require accommodations at any point during the hiring process due to a disability, please contact us at [email protected] or call 1-480-581-5378. We’re committed to providing an inclusive and supportive experience for all candidates. This contact information is specifically for accommodation requests; other inquiries will not receive a response.

EOE - women, minorities, individuals with disabilities and veterans are encouraged to apply. At SWCA Environmental Consultants, we celebrate diversity and are committed to creating an inclusive work environment. We strongly encourage candidates from all backgrounds, including those with diverse experiences and veterans, to apply. We believe that a diverse and inclusive workforce enhances creativity, innovation, and overall organizational success.

SWCA is committed to salary equity and salary transparency for all its employees. In alignment with this commitment, SWCA posts good faith pay ranges in all its advertised job postings to promote pay equity and transparency.

An employee in this US-based position can expect a salary of $63,986 - $79,565. Actual pay within this range may depend on experience, qualifications, geographic location, client requirements where applicable, and other factors permitted by law. Regular-status employees are also eligible for performance bonuses. Candidates are also encouraged to consider SWCA’s Total Rewards package, which includes a competitive benefits package (), forward-thinking workplace flexibility, outstanding corporate culture, award-winning career development, and more.

SWCA continues to invest deeply in career development programs, delivering our award-winning Career Landscape support resources to accelerate the growth of our staff. We recognize the valuable skills and experiences our internal team members bring to SWCA’s continued success. Qualified internal candidates are encouraged to apply and will be seriously considered for this position. We believe in promoting from within, where possible, providing our existing employees with compelling opportunities to advance their careers.

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