Administrative & Operations Assistant

Administrative & Operations Assistant

We 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 Responsibilities

Executive & Administrative Support

• 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

Management Meeting Preparation & Operational Dashboards

• 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

Office Operations & Team Culture

• 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

Client Experience & Business Development Support

• Plan and coordinate 23 client-facing events per year including dinners, cocktail receptions, and conference logistics
• Coordinate 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

Required Qualifications:

• 36 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

Additional Information

Some of the Benefits We Have Include

• Generous FTO Policy
• Medical, Dental, and Vision Insurance
• 401k Match
• Commuter Benefit

A 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.