Office Administrator

Position Summary

The Office Administrator is the face of the firm and the person who keeps the office running smoothly day to day. This role covers reception and guest experience, office and facilities operations, first-line IT coordination, onboarding and culture, and administrative support. It is a full-time position located at our headquarters in Solana Beach, CA.

Responsibilities

Front Desk & Guest Experience

• Be the face of the firm: greet and host visitors, executives, candidates, and partners with polish and warmth
• Oversee reception coverage, phones, and the general inbox
• Manage conference room scheduling and run meeting logistics, including catering, AV setup, and materials for internal and external meetings
• Keep reception, conference rooms, and common areas consistently guest-ready

Office Operations & Facilities

• Own day-to-day office operations, including supplies, kitchen, equipment, and furniture
• Manage the mail and package process end to end: receiving, logging, distribution, outbound shipping, and courier coordination
• Serve as the day-to-day point of contact for building management and facilities vendors (cleaning, security, HVAC, maintenance, etc.)
• Oversee health, safety, and emergency preparedness (evacuation plans, first aid, fire safety, building access and key/badge control)
• Support office moves, expansions, and space planning as needed

IT Coordination & Support

• Act as first-line support for day-to-day tech needs (hardware, printers, Wi-Fi, phones, conference room tech)
• Manage the relationship with our outsourced IT provider: submit and track tickets, and escalate issues
• Coordinate new hire and departing employee IT processes: equipment ordering, setup, access requests, and offboarding returns
• Maintain the hardware, software license, and subscription inventory
• Partner with IT on security awareness, such as access protocols and reminders for the team

People, Onboarding & Culture

• Own the new hire onboarding logistics: workspace setup, equipment, welcome materials, office orientation, and first-day/first-week schedule
• Partner with Talent on onboarding and offboarding checklists
• Plan and execute team events, including lunches, off-sites, holiday gatherings, volunteer days, and milestone celebrations
• Drive initiatives that make the office a place people want to be: recognition, wellness, and team connection
• Gather team feedback and propose improvements to the workplace experience

Administrative Support

• Provide calendar, scheduling, and travel support
• Coordinate firm-wide logistics for meetings, investor events, board meetings, and offsites
• Gather presentations, documents, and meeting materials as needed
• Draft, proofread, and format correspondence and internal communications
• Maintain filing systems, both paper and electronic, and keep records organized and current
• Handle sensitive and confidential information with discretion
• Follow firm confidentiality, safety, and security policies

Process & Continuous Improvement

• Help maintain office procedures, vendor contact lists, and the office handbook
• Identify ways to streamline operations, cut costs, and improve the team's experience
• Take on special projects as needed

What You Bring

• 3-5+ years of (professional services, financial services, or similar environment preferred) change highlighted words to: administrative experience in an office environment
• Good communication skills: polished, warm, and clear with people at all levels, from interns to senior executives
• Process-oriented: you like clear routines and checklists, and you keep them running consistently
• Strong attention to detail in scheduling, logistics, and documents
• Strong organizational and project management skills; you juggle many priorities without dropping the ball
• Proficiency in Microsoft 365, Zoom, and comfortability with troubleshooting common tech issues
• High level of discretion and professionalism with confidential information
• A proactive, solutions-oriented mindset; you spot the issue and fix it before it becomes one
• Bachelor's degree preferred, or equivalent experience
• Ability to lift up to [25] lbs and occasionally work outside normal hours for events, etc.

Nice to Have

• Experience in private equity, finance, or other professional services
• Familiarity with expense/AP tools (Ramp, etc.)
• Event planning experience
• Prior experience supporting an office move or build-out
• Basic IT knowledge, such as device setup or network basics, and tech savvy

Working Conditions

• Standard office environment; on-site, Monday–Friday
• Regularly sits or stands at a desk and uses a computer, phone, and standard office equipment