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 PTO Policy

Medical, Dental, and Vision Insurance

401k Match

Commuter Benefit

Job summary

J.S. Held LLC in Solana Beach seeks an organized Operations & Administrative Assistant to back the executive team and office operations.

You will manage calendars, travel, expenses, and client relations while supporting cross-functional needs across proposals, marketing, billing, and operations. Expect to partner with Dynamics 365 and Power BI for KPI reporting, coordinate events, and help maintain a high-energy, collaborative office culture.

Qualifications

• 3–6 years of administrative, operations, or executive support experience; professional services environment preferred
• Strong organizational skills with ability to support multiple executives and manage competing priorities
• Strong numerical aptitude with comfort using financial data, KPIs, expense tracking, and billing concepts
• Excellent written and verbal communication; ability to draft polished correspondence and client-facing materials
• High emotional intelligence and interpersonal skills; the role is the connective tissue of a busy office
• Proactive, resourceful, and able to work with limited direction in a fast-paced environment
• Bachelor’s degree in business, finance, communications, or related field required

Responsibilities

• Serve as the primary administrative resource for the executive team; manage complex calendars and coordinate meetings
• Arrange and book 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
• Screen and return calls for senior executives as needed
• Manage client gifting and relationship outreach tracking throughout the year
• Lead preparation and facilitation of regular management meetings; work with Dynamics 365 and Power BI to interpret KPI data
• Document action items and follow-ups; track progress and ensure commitments are met
• Oversee day-to-day office operations; vendor management, supplies, facilities, onboarding, and team culture

Skills

Organizational skills

Communication skills

Executive support

Numerical aptitude

Interpersonal skills

Time management

Education

Bachelor’s degree

Tools

Microsoft Dynamics 365

Power BI

Microsoft Office

ERP reporting

Job description

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

Serve as the primary administrative resource for the executive team:

• 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

Lead preparation and facilitation of regular management meetings for the executive team. This role works in conjunction with JS Held’s centralized operations team - the primary source of firm-wide KPI data and reporting - as well as directly with Dynamics 365 and Power BI, to help the Solana Beach executive team interpret, act on, and stay accountable to that data:

• 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

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 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.

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