Executive Operations Coordinator

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

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.