Executive Administrative Partner

Job Description

Job Description

Executive Administrative Partner (Chief of Staff-Level EA)

Scottsdale, AZ

Job Type: Full Time - Hybrid

Description:

WHO WE ARE

The SPS+ team serves clients and communities across Arizona and beyond, specializing in K-12 education while also bringing expertise to various other sectors. Our commitment to understanding our clients' needs and desires drives us to uncover possibilities and design purposeful, impactful, and meaningful spaces that serve for generations to come. With over 60 years of Southwest experience, deeply rooted in servant leadership, we thrive on solving client challenges and delivering projects and solutions that consistently exceed expectations.

ABOUT THE ROLE

We are seeking a top-tier Executive Administrative Partner to support one of our firm's partners in a high-velocity, high-expectation environment. This is not a traditional assistant role. It is a hybrid of Executive Assistant and light Chief of Staff, for someone who can own outcomes, think several moves ahead, and keep complex professional and personal priorities moving in sync.

You will be the partner's right hand and primary force multiplier, ensuring time, information, and decisions are managed with precision. You must be comfortable working under pressure, handling ambiguity, and independently solving problems before they escalate.

T HE HEART OF YOUR ROLE: RESPONSIBILITIES

Executive Operations

• Own and protect the partner's calendar. Prioritize meetings, block focus time, and proactively anticipate conflicts.

• Prepare concise daily and weekly briefings so the partner is always one step ahead on meetings, decisions, and deliverables.

• Manage inboxes. Triage emails, draft responses, and ensure timely follow-up on critical communications.

• Track key action items, deadlines, and deliverables across multiple projects and keep everything moving without handholding.

• Follow up with internal teams and external consultants to drive accountability and close loops.

• Ensure the partner is fully prepared for all meetings, including agendas, context, briefing materials, and next-step clarity.

Business & Contract Support

• Review consultant contracts, proposals, and agreements for accuracy and completeness, escalating issues with clear recommendations.

• Coordinate with legal, finance, and project teams to ensure compliance, timely execution, and proper documentation.

• Maintain organized, searchable records of contracts, NDAs, and other critical documents.

Logistics, Travel, and Complex Planning

• Plan and manage complex domestic and occasional international travel itineraries, including flights, accommodations, and ground transportation.

• Prepare detailed travel briefs, anticipate disruptions, and handle last-minute changes quickly and calmly.

• Process expenses and reimbursements accurately and promptly.

Personal and Household Support (High Trust & Discretion)

• Coordinate key personal and family logistics, including appointments, travel, events, and reservations, to help the partner's home and personal life run smoothly.

• Liaise with household vendors, service providers, and personal contacts as needed, with professionalism and confidentiality.

• Handle select personal projects and errands with a bias toward efficiency, discretion, and proactive problem-solving.

Relationship Management & Communication

• Serve as a primary liaison between the partner and internal and external stakeholders, setting expectations and protecting the partner's focus.

• Represent the partner with professionalism, emotional maturity, and discretion in all communications and interactions.

ELEVATE YOUR CAREER WITH EXCLUSIVE BENEFITS

• 100% employer-paid medical and dental insurance.

• Telehealth access.

• Optional employee-paid vision insurance.

• HSA employer contribution.

• 401(k) matching.

• Competitive PTO.

• Life and disability insurance.

• 9-hour workdays with a half-day on Fridays.

• Optional in-office work on Friday afternoons, where you can also bring your dog.

• Hybrid office/remote workplace.

• Performance-based bonuses.

• Premium, performance-driven compensation reflecting the expectations and impact of this role.

TO SUCCEED IN THIS ROLE: REQUIRED QUALIFICATIONS

• 5-7+ years of experience supporting senior executives, ideally in architecture, design, professional services, or a similarly fast-paced, project-based environment.

• Proven experience thriving in high-pressure, high-expectation roles where priorities shift quickly and standards are uncompromising.

• Strong critical thinking and problem-solving skills. You naturally diagnose issues, propose options, and make recommendations rather than simply relaying problems.

• Experience reviewing contracts, coordinating with consultants, and managing sensitive and confidential information.

• Exceptional attention to detail and organizational skills. You build systems that prevent things from slipping through the cracks.

• High proficiency in Microsoft Office, Google Workspace, and project/task management tools.

• Calm under pressure, highly dependable, and comfortable being on point when timelines tighten or stakes rise.

• Excellent written and verbal communication skills, with the ability to communicate effectively on behalf of the partner with clients, teams, and external stakeholders.