Senior Administrator

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

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.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)