Office Administrator (On-Site La Jolla, CA)
About The Position
Plumb provides bill pay and family office accounting services to high-net-worth and ultra-high-net-worth families, family offices, and trusted advisors nationwide. Since 1996, we have combined high-touch service with modern technology to help our clients manage complex financial operations with greater organization, visibility, and confidence. Our team is continually improving how we work through technology, automation, thoughtful processes, and strong internal collaboration. We are looking for an Office Administrator who enjoys keeping things organized, anticipating what needs to happen next, and being someone the team can consistently rely on. The Office Administrator plays a central role in the day-to-day operation of our La Jolla office. This person will help keep the workplace organized, support members of our leadership team, coordinate administrative activities, and ensure important documents and requests are handled accurately and on time. This is an ideal role for someone who is resourceful, detail-oriented, professional, and comfortable balancing a variety of responsibilities throughout the day.
Requirements
- 3+ years of experience in office administration, administrative support, or a similar professional office role.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and follow tasks through to completion.
- Clear and professional written and verbal communication.
- Working proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
- Sound judgment when handling confidential or sensitive information.
- Reliable, proactive, and comfortable working independently when needed.
Nice To Haves
- Previous experience supporting executives or senior leadership.
- Experience coordinating vendors, office operations, or workplace logistics.
- Experience creating or improving administrative procedures.
- Interest in technology, AI, automation, or workflow improvement.
Responsibilities
- Oversee the daily organization and readiness of our La Jolla office.
- Welcome visitors and serve as a helpful point of contact for employees, vendors, and guests.
- Monitor office supplies and coordinate orders as needed.
- Assist with office equipment, service providers, building-related requests, and vendor coordination.
- Help prepare the office for meetings, visitors, and company events.
- Coordinate calendars, appointments, meetings, and occasional travel arrangements.
- Prepare documents, meeting materials, and other administrative information for leadership.
- Assist with follow-up items and special projects.
- Help coordinate internal meetings, celebrations, and company activities.
- Provide responsive administrative support as priorities arise.
- Coordinate incoming and outgoing mail and deliveries.
- Handle checks, deposits, confidential documents, and other sensitive materials with care and accuracy.
- Keep administrative tracking logs and filing systems current.
- Maintain clear procedures for recurring office and administrative tasks.
- Look for practical ways to make recurring administrative tasks and workflows easier and more efficient.
- Use Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related business tools as part of daily work.
- Learn and use approved AI and automation tools where they can improve productivity.
- Help document new procedures and update existing processes as the company evolves.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
