Administrative & Operations Assistant

J.S. Held LLC•Solana Beach, CA

3d•$80,000 - $110,000•Onsite

About The Position

J.S. Held is seeking a highly organized, personable, and detail-oriented Operations & Administrative Assistant to serve as the operational and administrative backbone of their Solana Beach office. This role is for someone who thrives on variety, takes ownership, and enjoys supporting a high-performing team. The position involves leading management meeting preparation, serving as a resource to a four-member executive team, and holding them accountable for follow-up. Additional responsibilities include executive and administrative support, cross-trained backup coverage for proposals/marketing and billing/operations specialists, and client experience coordination. Approximately 15% of the role involves personal administrative support for the executive team. The company describes itself as consultants who bill by the hour, excellent at client work and less naturally inclined toward administration, needing someone to fill that gap with energy, competence, and good humor. The right person will be indispensable within 90 days. The office environment is described as collaborative and high-energy, where they work hard and take care of each other.

Requirements

3-6 years of experience in an administrative, operations, or executive support role.
Experience in a 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.
Proficiency in Microsoft Office suite.
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.

Nice To Haves

Experience with Microsoft Dynamics 365, Power BI, or comparable ERP/reporting software a strong plus.

Responsibilities

Serve as the primary administrative resource for the executive team, managing complex calendars, scheduling meetings, and coordinating 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 as needed.
Manage client gifting program and relationship outreach tracker.
Lead preparation and facilitation of regular management meetings for the executive team, working with centralized operations for KPI data and reporting, and directly with Dynamics 365 and Power BI to help the team interpret and act on data.
Prepare agendas, distribute materials, and document action items and follow-ups for management meetings.
Track progress on open items and ensure leadership commitments are followed through.
Serve as the operational memory of the leadership team.
Lead the day-to-day operational and cultural life of the Solana Beach office.
Manage vendor relationships, office supplies, and facilities needs.
Coordinate weekly team lunches, office gatherings, and general office errands.
Support onboarding of new team members.
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.
Plan and coordinate 2-3 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 as needed.