Executive Admin & Projects Coordinator

Beacon Hill; San Francisco (CA); On-site; USD 91,000 - 99,000; Full time

Job summary

Beacon Hill seeks a Senior Administrator in San Francisco to provide high-level administrative support to senior leaders, manage calendars, coordinate travel, and assist with project budgets and invoicing.

The role requires strong MS Office skills, exceptional organizational abilities, discretion with confidential information, and flexibility for occasional evenings, weekends, and travel.

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.

Responsibilities

• Serve as a key point of contact between senior leaders and internal corporate services teams.
• 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.

Skills

Executive support

Calendar management

Communication skills

Organization

Travel coordination

Education

Bachelor's degree preferred

Tools

Microsoft Word

PowerPoint

Outlook

Excel

Database management

Job description

Beacon Hill seeks a Senior Administrator in San Francisco to provide high-level administrative support to senior leaders, manage calendars, coordinate travel, and assist with project budgets and invoicing.

The role requires strong MS Office skills, exceptional organizational abilities, discretion with confidential information, and flexibility for occasional evenings, weekends, and travel.