Executive Administrative Assistant

SWIVEL; San Antonio (TX); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Competitive compensation

Work/Life balance

Growth opportunities

Leadership Academy

401(k) retirement plans

Wellness program

Job summary

SWIVEL is seeking an experienced Administrative Professional to support EVP/SVP leadership in a fast-paced, high-visibility environment. You will coordinate complex schedules, travel, and meetings while driving efficiency and process improvements across teams.

The role requires strong calendar management, confidentiality, and the ability to work independently. You will interact with senior leaders and help standardize executive support programs to scale across the organization.

Qualifications

• Experience creating or improving administrative workflows.
• Experience across multiple business units in a matrixed environment.
• Familiarity with automation or AI-enabled productivity tools (e.g., Copilot).
• Ability to develop and standardize executive support programs.
• Associate degree or equivalent work experience.
• 5+ years of high-level executive administrative support experience.
• Experience supporting senior leadership (EVP/SVP).
• Strong calendar management, prioritization, multitasking.
• Proficient in Microsoft Office and scheduling tools.
• Excellent verbal and written communication skills.
• Ability to handle confidential information.
• Willingness to travel locally.

Responsibilities

• Provide confidential administrative support to EVP and SVP leadership with high accuracy and efficiency.
• Coordinate executive schedules, travel, and daily priorities across stakeholders.
• Manage complex meetings, room bookings, catering, and agendas for high-visibility events.
• Prepare reports, presentations, and materials for executives and operations teams.
• Collaborate with cross-functional teams to improve processes and automation opportunities.
• Protect sensitive information and exercise sound judgment in communications.

Skills

Process optimization

Cross-functional collaboration

AI productivity tools

Executive support programs

Calendar management

MS Office proficiency

Travel coordination

Education

Associate degree or equivalent

Tools

Outlook

PowerPoint

Excel

Job description

SWBC is seeking a talented individual who will support EVP and SVP leadership with the highest degree of confidentiality, accuracy, quality, and efficiency. The ideal candidate is confident, proactive, and able to operate independently in a fast-paced, high-visibility environment while driving organization, structure, and efficiency.

Why You'll Love This Role

In this role, you will work closely with senior leadership, gaining direct exposure to executive priorities and decision-making. You will play a central role in keeping daily operations running efficiently by managing complex schedules, coordinating high-visibility meetings, and supporting client interactions. Your ability to stay organized, anticipate needs, and manage competing priorities will have a direct impact on the effectiveness of leadership and the broader organization. You will also collaborate across teams, including Sales and Marketing, while helping improve processes and create more efficient ways of working. This role offers the opportunity to take ownership, build structure, and contribute beyond traditional administrative support in a fast-paced environment where your work is highly visible and valued.

Essential Duties Include The Following

• Provides administrative support to EVP and SVP leadership with the highest degree of confidentiality, accuracy, quality, and efficiency.
• Reports to the Administrative Manager and partners closely to ensure aligned executive support and coverage across leadership teams.
• Supports designated executive leadership while collaborating with the Administrative Assistant team to maintain consistent support and coverage.
• Coordinates complex executive schedules, travel arrangements, and daily priorities across multiple stakeholders.
• Manages client onsite visits, including room booking, catering, agenda coordination, and ensuring all participants have accurate calendar holds and materials to support seamless execution.
• Coordinates recurring meetings, including calendar alignment, location planning, agenda preparation, and overall meeting logistics.
• Works closely with Internal teams to facilitate coordination efforts, assist with presentations, and support executive-level engagements.
• Receives and screens communications for executives, including telephone calls and email, using independent judgment to prioritize and respond as appropriate.
• Produces reports, presentations, and materials to support executive and operational needs.
• Collaborates with cross-functional teams (including Administrative staff, Security, IT, and other business units) to support operational effectiveness.
• Establishes and improves processes, workflows, and administrative efficiencies, including identifying opportunities for automation and scalability.
• Supports the development of structured support programs and standards across executive levels.
• Navigates organizational priorities and stakeholder relationships with professionalism and confidence, including handling direct or sensitive conversations when needed.
• Assists with coordination of special projects and initiatives, as required.
• Performs all other duties as required.

Serious Candidates Will Possess The Minimum Qualifications

• Experience creating or improving administrative processes, workflows, and efficiencies
• Experience working across multiple business units in a highly matrixed environment
• Familiarity with automation or AI-enabled productivity tools (e.g., Copilot)
• Ability to develop and standardize executive support programs and scalable processes
• Associate’s Degree in Business, Communications, or related field or equivalent work experience.
• At least five (5) years of high-level executive administrative support experience.
• Must have experience supporting senior leadership (EVP/SVP level).
• Highly organized with strong calendar management, prioritization, and multitasking abilities.
• Proficiency with Microsoft Office products such as Word, Excel, PowerPoint, and Outlook, and demonstrate strong technical aptitude with scheduling and collaboration tools.
• Demonstrated ability to work effectively in a fast-paced, high-demand environment with shifting priorities.
• Excellent interpersonal, organizational, and communication skills, both verbal and written, with the ability to interact confidently across all levels of the organization.
• Ability to work independently, exercise sound judgment, and manage highly confidential information.
• Capability to handle complex scheduling, travel coordination, and executive support needs across multiple stakeholders.
• Must be comfortable being proactive, assertive, and navigating challenging or high-pressure situations.
• Able to lift 10-20 lbs. of files, marketing materials, manuals, or supply boxes.
• Able to sit for extended periods and perform sedentary tasks.
• Ability to travel locally as needed to support meetings and events.

SWIVEL offers*

• Competitive overall compensation package
• Work/Life balance
• Employee engagement activities and recognition awards
• Years of Service awards
• Career enhancement and growth opportunities
• Leadership Academy and Mentor Program
• Continuing education and career certifications
• Variety of healthcare coverage options
• Traditional and Roth 401(k) retirement plans
• Lucrative Wellness Program
• Based upon employee eligibility

Additional Information

SWIVEL is a Substance-Free Workplace and requires pre-employment drug testing. Please note, SWIVEL does not hire tobacco users as allowed by law. To learn more about SWIVEL, visit our website at https://www.getswivel.io/.