Senior Administrator

A professional services firm is seeking a Senior Administrator to join its San Francisco office. This full-time position is primarily responsible for project coordination and administrative support of senior leaders in a fast-paced, client-focused environment.

As a Senior Administrator, you will support the senior leaders assigned to your team by facilitating day-to-day administrative responsibilities and providing a wide range of support to projects, teams, and practice areas. This position reports to the Manager of Administration & Facilities and is a member of the Business Support Services team, providing general administrative support as well as backup support when needed.

Key Responsibilities

• Serve as a key point of contact between senior leaders and internal corporate services teams to ensure administrative obligations are met and best practices are followed.
• Coordinate extensive domestic and international travel arrangements for senior leaders and, occasionally, other team members.
• Partner with Marketing to research business development opportunities, coordinate outreach efforts, schedule meetings, and support speaking engagements and presentations.
• Maintain and update executive biographies and resumes.
• Prepare and submit expense reports and assist with expense approvals.
• Manage complex calendars, schedules, and priorities while identifying ways to maximize executive time.
• Coordinate practice area meetings, including agenda preparation, PowerPoint development, meeting logistics, note-taking, and action item tracking.
• Initiate and coordinate project startup documentation, conflict checks, engagement letters, and proposals.
• Assist with project budgets and monthly invoicing activities.
• Review client agreements to ensure billing requirements are met, including write-offs and billing holds when necessary.
• Provide regular budget updates and reporting.
• Collaborate cross-functionally with departments including Accounting, Legal, Marketing, and other office locations to ensure project and corporate obligations are fulfilled.
• Support event planning and coordination efforts.
• Provide reception coverage and backup support to administrative team members when needed.
• Assist Facilities team members as required.

Qualifications

• Bachelor’s degree preferred; equivalent experience will be considered.
• Executive-level or senior administrative experience, preferably within a professional services environment.
• Project coordination or project management experience is highly desirable.
• Advanced proficiency in Microsoft Word, PowerPoint, and Outlook; strong Excel skills required.
• Experience with database management and budget tracking.
• Familiarity with contact database systems is a plus.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Ability to thrive in a fast-paced environment while balancing competing demands.
• Strong independent judgment and decision-making skills.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and ability to produce high-quality, error-free work.
• Ability to handle confidential information with discretion.
• Flexibility to work occasional evenings and weekends as needed.
• Occasional travel may be required.

Compensation & Benefits

This position offers a competitive compensation and benefits package, along with bonus eligibility based on individual and company performance. The anticipated salary range for this role in San Francisco is $91,000 – $99,000 annually, though actual compensation will depend on experience, skills, and other relevant factors.