Executive Assistant & Office Operations Support

CoastEdge Partners; San Diego (CA); On-site; USD 60,000 - 70,000; Full time

Job summary

CoastEdge Partners, an independent advisory firm in San Diego, is seeking a proactive Executive Assistant to support Co-Managing Partners and manage the office’s operations. The role splits roughly 50/50 between firm-related admin and personal tasks, based in San Diego.

The ideal candidate excels in organization, discretion, and client-facing communication, with comfort in a small, dynamic team. Full-time, with standard business hours.

Qualifications

• Bachelor's degree preferred (not required).
• 2+ years administrative, executive assistant, or office management experience preferred.
• Financial services experience is a plus, not a requirement.
• Strong verbal and written communication and organizational skills.
• Highest standards of confidentiality and discretion.

Responsibilities

• Own calendar and travel management for the Co-Managing Partners.
• Plan and coordinate personal and business travel itineraries with pricing.
• Manage mail, packages, and deliveries with discretion.
• Prepare meeting materials, presentations, and work products.
• Coordinate client meetings for UHNW individuals with high professional standards.
• Handle personal and professional tasks to boost executive efficiency.
• Maintain confidentiality and professionalism at all times.
• Prepare and submit expense reports accurately.
• Coordinate small firm events, client gatherings, and celebrations.
• Provide general administrative and ad hoc project support across the firm.
• Lead office management and facilities coordination.
• Receptionist/front desk duties: greet visitors, answer phones, direct calls.

Skills

Strong communication

Organizational skills

MS Office

Attention to detail

Discretion/confidentiality

Proactive / initiative

Interpersonal skills

Learning new tools

Education

Bachelor's degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Job description

Join a growing, independent investment advisory firm in San Diego, CA. We're looking for a proactive, detail-oriented professional who wants to grow with us - someone who can manage both high-level executive support and the operational backbone of a small, dynamic team.

Background:

CoastEdge Partners, LLC is an independent private investment/multi-family office based in San Diego, CA. We manage and advise over $2.1 billion of assets to a select group of high-net-worth individuals, families, corporations and foundations. Our business model is truly unique, and we are poised to continue to grow our global investment platform. CoastEdge is registered as an investment advisor with the U.S. Securities and Exchange Commission. More information on our firm can be found at www.coastedge.com .

Job Description:

The Executive Assistant will provide administrative support to the firm and personal support to the Co-Managing Partners to ensure efficient operations of the company. This role will be comprised of approximately 50% firm-related administrative support and 50% personal-related administrative support. Based in San Diego, this full-time position requires the individual to be personable, detail-oriented, and comfortable working in a small but dynamic business.

Work Responsibilities:

• Own calendar and travel management for the Co-Managing Partners - appointments, meetings, flights, accommodations, transportation, and dining reservations.
• Plan and coordinate personal and business travel itineraries with initial pricing and ongoing price monitoring to ensure value and efficiency.
• Manage mail, packages, and deliveries - receiving, screening, sorting, and distributing with discretion.
• Prepare meeting materials, presentations, and work products using printing, copying, and binding equipment.
• Coordinate client meetings for Ultra High Net Worth individuals including set-up, communication, in-office meal catering, conducted at the highest professional standards
• Handle a variety of personal and professional tasks that boost executive efficiency - restaurant reservations, personal appointments, event coordination, and more.
• Maintain the highest standards of confidentiality, discretion, and professionalism at all times.
• Prepare and submit expense reports with accuracy and attention to detail.
• Coordinate small firm events, client gatherings, and personal celebrations.
• Provide general administrative and ad hoc project support across the firm.
• Lead office management and facilities coordination - vendor relationships, supplies, workspace cleanliness & organization, and operational improvements.
• Serve as the welcoming face of the firm - receptionist/front desk duties including greeting visitors, answering phones, and directing calls with professionalism.

What You Bring:

• Strong verbal, written, and interpersonal communication skills - you're the voice and face of the firm.
• Outstanding organizational skills with excellent attention to detail and accuracy - nothing falls through the cracks.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new tools quickly.
• Interest in the financial industry preferred but not required - curiosity and willingness to learn are what matter most.
• Bachelor's degree preferred (not required). We value experience, attitude, and growth mindset over credentials.
• 2+ years in administrative, executive assistant, or office management roles preferred. Financial services experience is a plus, not a requirement.
• Solid character references required—we want to hear from people who've seen you in action.

Who You Are:

We believe the candidates with the best chance of success in this role should have previous experience in an administrative and/or personal assistant role and are seeking a long-term position in the same capacity.

Additionally, the ideal candidate would have:

• Proactive individual with a propensity to take initiative - you see what needs doing and you do it.
• Resourceful and keen problem-solver - you find solutions, not just problems. Resourcefulness of options for travel and deep understanding or a desire to learn to support high level executive travel
• Relentless attention to detail with exceptional organizational and time management skills - quality is your standard.
• Dedicated to superior service and able to remain poised under pressure - calm is your superpower
• The highest level of personal ethics, integrity, and discretion - confidentiality is non-negotiable. (This role involves access to sensitive personal and financial data; strict adherence to confidentiality policies is required.)
• A good steward – continuously seeking value in all travel reservations and purchases being made

Job Type:

Full-time

Work Authorization:

United States

Work Hours:

Monday – Friday, 8am – 5pm

Compensation:

Approximately $65,000 D.O.E.

Paid time off

Schedule:

Monday to Friday

Experience:

Administrative Experience: 2 years (Preferred)