Administrative & Operations Assistant

Administrative & Operations AssistantWe are seeking a highly organized, personable, and detail-oriented Operations & Administrative Assistant to serve as the operational and administrative backbone of our Solana Beach office. This is a role for someone who thrives on variety, takes ownership, and genuinely enjoys supporting a high-performing team.This person will lead management meeting preparation, and serve as a resource to the four-member executive team, holding this team accountable for follow-up. Additional responsibilities include executive and administrative support, cross-trained backup coverage for our proposals/marketing and billing/operations specialists, and client experience coordination. Approximately 15% of the role involves personal administrative support for the executive team.We are consultants who bill by the hour — excellent at client work and less naturally inclined toward administration. We need someone who fills that gap with energy, competence, and good humor. The right person will be indispensable within 90 days.Our office is collaborative and high-energy — we work hard and take care of each other.Job ResponsibilitiesExecutive & Administrative SupportManage complex calendars, schedule internal and external meetings, and coordinate across multiple prioritiesArrange and book all business travel including flights, hotels, ground transportation, and detailed itinerariesPrepare, submit, and track expense reports and reimbursementsHandle personal administrative matters for senior executives including coordination of correspondence, scheduling, and document managementScreen and return calls on behalf of senior executives on an as-needed basisManage client gifting program and relationship outreach tracker to ensure timely and thoughtful touchpoints throughout the yearManagement Meeting Preparation & Operational DashboardsPrepare agendas, distribute materials in advance, and document action items and follow-upsTrack progress on open items and ensure leadership commitments are followed throughServe as the operational memory of the leadership team — knowing where things stand and what needs attentionOffice Operations & Team CultureManage vendor relationships, office supplies, and facilities needsCoordinate weekly team lunches, office gatherings, and general office errandsSupport onboarding of new team members and ensure they are set up for success from day oneServe as the go-to resource for the broader team on operational and administrative questionsContribute to a positive, cohesive, and high-energy office environmentClient Experience & Business Development SupportPlan and coordinate 2–3 client-facing events per year including dinners, cocktail receptions, and conference logisticsCoordinate client entertainment including sporting event tickets and other relationship touchpointsSupport broader business development efforts of the executive team on an as-needed basisQualificationsRequired Qualifications:3–6 years of experience in an administrative, operations, or executive support role; professional services environment (consulting, financial services, law, or accounting) strongly preferredExceptional organizational skills with the ability to support multiple executives and manage competing prioritiesStrong numerical aptitude — comfortable with financial data, KPIs, expense tracking, and billing conceptsExcellent written and verbal communication skills; able to draft polished correspondence and client-facing materialsHigh emotional intelligence and genuine interpersonal skills — this person is the connective tissue of a busy officeProficiency in Microsoft Office suite; experience with Microsoft Dynamics 365, Power BI, or comparable ERP/reporting software a strong plusProactive, resourceful, and comfortable operating with limited direction in a fast-paced environmentWilling and able to handle both high-level executive support and hands-on logistical tasksBachelor's degree required; business, finance, communications, or related field preferredAdditional InformationSome of the Benefits We Have IncludeGenerous FTO PolicyMedical, Dental, and Vision Insurance401k MatchCommuter BenefitA reasonable estimate of the salary range for this role is $80,000 - $110,000. Any offered salary range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.