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 role focuses 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. It is a full‑time, salaried position 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, typically lasting 2–3 days but occasionally extending up to 5 days.

Please submit a resume and cover letter to be considered for this position. Final date to receive applications:
Our team will begin reviewing applications immediately and will schedule interviews on a rolling basis. The application process will remain open until a robust pool of qualified candidates has been identified, at which point we may close the process without prior notice.

• 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.

• 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…