Administrative & Operations Assistant

Job Responsibilities

• Serve as the primary administrative resource for the executive team: Manage complex calendars, schedule internal and external meetings, and coordinate across multiple priorities.
• Arrange and book all business travel including flights, hotels, ground transportation, and detailed itineraries.
• Prepare, submit, and track expense reports and reimbursements.
• Handle personal administrative matters for senior executives including coordination of correspondence, scheduling, and document management.
• Screen and return calls on behalf of senior executives on an as-needed basis.
• Manage client gifting program and relationship outreach tracker to ensure timely and thoughtful touchpoints throughout the year.
• Lead preparation and facilitation of regular management meetings for the executive team.
• Prepare agendas, distribute materials in advance, and document action items and follow-ups.
• Track progress on open items and ensure leadership commitments are followed through.
• Serve as the operational memory of the leadership team — knowing where things stand and what needs attention.
• Lead the day-to-day operational and cultural life of the Solana Beach office:
• Manage vendor relationships, office supplies, and facilities needs.
• Coordinate weekly team lunches, office gatherings, and general office errands.
• Support onboarding of new team members and ensure they are set up for success from day one.
• Serve as the go-to resource for the broader team on operational and administrative questions.
• Contribute to a positive, cohesive, and high-energy office environment.

Qualifications

• 3–6 years of experience in an administrative, operations, or executive support role; professional services environment (consulting, financial services, law, or accounting) strongly preferred.
• Exceptional organizational skills with the ability to support multiple executives and manage competing priorities.
• Strong numerical aptitude — comfortable with financial data, KPIs, expense tracking, and billing concepts.
• Excellent written and verbal communication skills; able to draft polished correspondence and client-facing materials.
• High emotional intelligence and genuine interpersonal skills — this person is the connective tissue of a busy office.
• Proactive, resourceful, and comfortable operating with limited direction in a fast-paced environment.
• Willing and able to handle both high-level executive support and hands-on logistical tasks.
• Bachelor’s degree required; business, finance, communications, or related field preferred.