Senior Executive Administrator

About the opportunity

Are you a proactive problem solver who enjoys supporting a diverse group of technical specialists and delivering the highest-quality work?  Are you looking for a career opportunity that allows you to use your business savvy, great organizational, communication and people skills to be an integral member of a team?  Look no further!  SWCA Environmental Consultants is seeking a dynamic Senior Executive Administrator to support our fast-paced Rocky Mountain Plains offices. Our Rocky Mountain Plains offices offer a unique culture and work environment, and our teams specialize in Natural Resources, Cultural Resources, Planning, Permitting, and GIS Services. This is a regular, full-time position.

The Senior Executive Administrator will oversee our administrative teams and functions of our Broomfield and Fort Collins, Colorado; Sheridan, Wyoming; and Bismarck, North Dakota offices. This career opportunity requires exceptional people management, time management, and customer service abilities to be successful in this role. This position will need to be physically located in one of our current offices in Colorado, Wyoming, or North Dakota. Travel will be expected to visit the other office locations at least once per quarter. Lodging and travel expenses will be covered during out of state office visits.

SWCA Environmental Consultants is an 100% employee-owned company of environmental and we offer highly competitive pay rates based on individual qualifications and experience, and an excellent benefits package, including an employee stock ownership retirement plan (ESOP).

Reporting to the Vice President of the Rocky Mountain Plains subregion, you will directly lead and manage an administrative staff of six and indirectly support a team of more than 150 field and office staff in the realms of safety, logistics, employee support, real property and equipment management, expense reconciliation, and vendor management.

What you will accomplish

• Lead the administrative functions of the offices by managing current functions and processes and identifying and implementing efficiencies that ensure that tasks are completed in the most timely and effective manner.
• Supervise the administrative professionals team in the Rocky Mountain Plains sub-region.
• Set-up a collaborative and cohesive administrative team in the sub-region.
• Create and implement processes, procedures, and tools to support the sub-region.
• Analyze complex problems and delivers solutions where precedent may not exist.
• Finds efficiencies within administration to better support the sub-region.
• Work with corporate IT to support telecommuting technologies in support of virtual office functions.
• Work closely with our other Rockies offices including Salt Lake City, Vernal, Portland, Albuquerque, Carlsbad, Durango offices to support regional business needs.
• Manage monthly office expense reporting, track office expenditures, and reconcile credit card statements.
• Manage the new hire onboarding processes and liaise with the Talent Acquisition team to ensure smooth onboarding practices.
• Work with corporate Human Resources Department to support smooth employee exits.
• Maintain and coordinate asset management, including company owned and rented vehicles, field equipment, and computers and peripherals.
• Oversee the physical office locations and communications with our landlords and service providers (e.g., janitorial, parking, etc.) to ensure office spaces meet working environment standards.
• Coordinate and schedule meetings and events for the office, arrange travel for senior management, facilitate scheduling of shared spaces.
• Collaborate regularly with SWCA’s corporate office (HR, Payroll, IT, Marketing, Safety, and Accounting) in Phoenix, AZ to ensure the accuracy and timely processing of all business transactions.
• Function as an Office Safety Representative and manage health and safety compliance tasks, including monthly reporting, tracking of staff trainings (i.e., First Aid/CPR) and management of a Safe at Work Plan and Emergency Response Plan.
• Authors complex documents (plans, procedures, client communications, etc.).
• Checks-in regularly with leadership and organizations within the region and sub-region to assess administrative needs and makes sure team staffing can meet the need.
• Manage the Office Teams accounts including file organization, processes, and procedures.
• Prepare and process Certificate of Insurance to meet contract requirements

Experience and qualifications for success

Key Skills

• Outstanding, service-oriented people skills and problem solving ability.
• Demonstrated experience using independent decision making and business judgement.
• Excellent written and verbal communication, with the ability to represent company externally and internally in a positive and professional manner.
• Ability to work independently, be proactive, solve problems, and take initiative; but also, be highly collaborative and team oriented.
• Strong computer skills with demonstrated proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams, as well as time and project management software such as Deltek Vision.

Required Qualifications

• Minimum of a Bachelors Degree required
• Minimum of 2 years of current work experience as an administrative professional
• Must have a current and valid drivers license, with the ability to drive multiple types of vehicles, trucks, and 4x4’s.
• Must have own vehicle and be able to run office errands with minimal notice during business hours.
• Ability to carry and lift office supplies and equipment weighing up to 40 pounds.

Preferred Qualifications

• Seven (7) years previous experience in a similar role, including direct supervision of team members.

• Ability to assertively negotiate rates with hotels and manage relationships with car rental agencies.

SWCA Environmental Consultants is a growing employee-owned firm, providing full a spectrum of environmental services. 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.

Since its founding in 1981, SWCA has achieved a national reputation for providing its clients with professional integrity as well as creative solutions based on sound science. We offer an informal, team-oriented work environment, competitive wages, and a competitive benefits package, including an employee stock ownership plan (retirement).

SWCA is proud to be an Equal Opportunity Employer and encourages women, minorities, individuals with disabilities and covered veterans to apply.

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

An employee in this Denver office -based position can expect a salary of $62,790/year - $78,078/year. 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.

EOE - women, minorities, individuals with disabilities and veterans are encouraged to apply.

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