Administrative & Operations Assistant

J.S. Held LLC; Solana Beach (CA); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Generous FTO Policy

Medical, Dental, and Vision Insurance

401k Match

Commuter Benefit

Job summary

J.S. Held LLC is seeking an organized Operations & Administrative Assistant for its Solana Beach office. You will manage executive calendars, travel, expenses, and onboarding, while supporting the four-member executive team and cross-training in proposals, marketing, and billing.

This role blends client-facing and internal operations with energy and a proactive mindset. The ideal candidate has 3–6 years in admin/ops, superb communication, and strong MS Office skills, with a plus for Dynamics

Qualifications

• 3–6 years of experience in administrative, operations, or executive support roles, ideally in professional services.
• Outstanding organizational, written, and verbal communication abilities
• Proficiency with MS Office; familiarity with Dynamics 365 or Power BI a strong plus

Responsibilities

• Manage complex calendars and coordinate internal and external meetings across multiple executives
• Arrange travel, flights, hotels, ground transportation, and itineraries
• Prepare, submit, and track expense reports and reimbursements
• Handle personal administrative matters for senior executives and coordinate correspondence
• Screen and manage calls for senior executives as needed
• Oversee client gifting and relationship outreach tracking
• Prepare agendas, distribute materials, and document action items for leadership
• Track progress on open items and ensure follow-through by leadership
• Manage vendor relationships, office supplies, and facilities needs
• Coordinate weekly team lunches, office events, and onboarding for new hires
• Support client-facing events and broader business development activities

Skills

Executive support

Organizational skills

Communication skills

MS Office

Multitasking

Education

Bachelor’s degree in business, finance, communications, or related field

Tools

Microsoft Dynamics 365

Power BI

Job description

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets. The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

Job Description

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

  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 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 on an as-needed basis

  Qualifications

  Required Qualifications

  • 3-6 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

  J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

  • 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.

  Other Duties

  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

  By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

  Please explore what we're all about at www.jsheld.com.

  EEO and Job Accommodations

  We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

  J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

  If you are an individual with a disability and would like to request for a reasonable accommodation, please email [e-mail] and include "Applicant Accommodation" within the subject line with your request and contact information.