Administrative & Operations Manager

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
• Screens and returns 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
• Cook up and 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
• Client Experience & Business Development Support:
• Plan and coordinate 2–3 client-facing events per year including dinners, cocktail receptions, and conference logistics
• Care for client entertainment including sporting event tickets and other relationship touchpoints
• Support broader business development efforts of the executive team on an as-needed basis

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
• Proficiency in Microsoft Office suite; experience with Microsoft Dynamics 365, Power BI, or comparable ERP/reporting software a strong plus
• 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