Administrative Assistant (On-Site - La Jolla)

Job Description

Job Description

Job Opportunity: Administrative Assistant (On-Site – La Jolla)

Location: La Jolla, San Diego, CA (Strictly In-Office)

Job Type: Full-Time, Permanent

Schedule: Monday – Friday, 8:00 AM to 5:00 PM PST

Compensation:

$26 to $28 hourly rate based on experience

Company Overview

At Plumb, we help ultra-high-net-worth families, family offices, and their advisors simplify the financial side of life. Since 1996, we've built a reputation for exceptional service while embracing technology, AI, automation, and continuous improvement to create a more efficient organization.

We're looking for someone who takes pride in creating order, enjoys solving problems before they become problems, and wants to play an important role in keeping a growing company running smoothly. Position Summary

This is far more than a traditional administrative assistant position. You will serve as the operational hub of our La Jolla headquarters, supporting executives, coordinating office operations, managing sensitive documents, and helping improve internal processes. The ideal candidate is proactive, exceptionally organized, trustworthy, and continually looking for ways to make the office run better.

Primary Responsibilities

• Serve as the first point of contact for employees, visitors, vendors, and guests.
• Maintain a professional, organized, and client-ready office environment.
• Coordinate office supplies, equipment, and vendor relationships.

Executive & Administrative Support

• Manage calendars, schedule meetings, coordinate travel, and prepare meeting materials.
• Assist leadership with administrative projects and follow-up on action items.
• Support company events and internal meetings.

Document & Operations Management

• Process incoming and outgoing mail, checks, deposits, and confidential documents with accuracy and urgency.
• Maintain tracking logs, scanning workflows, filing systems, and operating procedures.
• Continuously improve administrative processes and documentation.

Technology & AI

• Use Microsoft 365 tools including Outlook, Teams, Word, Excel, and PowerPoint.
• Leverage approved AI tools to improve productivity, documentation, scheduling, and workflow efficiency.
• Identify opportunities to automate repetitive administrative tasks.

Success in This Role

• The office operates smoothly every day.
• Executives receive dependable administrative support.
• Sensitive documents are handled securely and accurately.
• Administrative processes become increasingly organized and efficient.

Qualifications

• 3+ years of administrative experience in a professional office.
• Excellent organizational, communication, and time-management skills.
• Strong Microsoft 365 proficiency.
• High level of professionalism, discretion, and attention to detail.

Preferred Qualifications

• Experience supporting executives or leadership teams.
• Experience improving workflows or documentation.
• Comfort learning new technologies and AI productivity tools.

Why Join Plumb?

• Join a growing, technology-forward company embracing AI and automation.
• Work closely with leadership and have meaningful impact every day.
• Opportunities to grow into office management, operations, or executive support leadership.