Executive & Operations Assistant — Growth-Focused Support

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

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