Operations Administrative Assistant

Career Group; Menlo Park (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Career Group in Menlo Park, CA, is seeking an Operations Administrative Assistant to keep our San Francisco-based office running smoothly. You will coordinate travel, manage expenses, support meetings, and partner with building management to ensure a polished, welcoming environment.

This role requires 3–5+ years in office operations or administrative support, superb organization, and a proactive, service-oriented approach.

Qualifications

• 3–5+ years of experience in office operations, administrative support, workplace services, or a related role.

Responsibilities

• Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
• Provide light calendar and meeting support for senior leaders and directors
• Process expenses, submit orders, and help manage administrative workflows
• Oversee office supplies, kitchen inventory, catering, and day-to-day stocking needs
• Coordinate with building management on guests, access, events, space reservations, and office needs
• Welcome and facilitate guest arrivals, including coordinating escorts to the office
• Set up and break down conference rooms and assist with general office upkeep
• Support office events, hospitality, and special projects as needed
• Assist with interior office needs and help maintain a polished, welcoming environment
• Facilitate communication between the San Francisco and New York offices
• Act as a reliable point person for a wide range of operational needs across the office

Job description

Job Title: Operations Administrative Assistant

Compensation: $90,000–$120,000 + Bonus

Our Client

Our client is a highly respected investment firm with a collaborative, long-tenured team and a strong track record of investing in innovative companies and ideas. With a close-knit San Francisco office and many employees who have built long careers with the firm, this is an opportunity to join an organization that values initiative, reliability, and long-term relationships.

The Opportunity

We are seeking an Operations Administrative Assistant who thrives in a hands-on, fast-moving environment and enjoys being the person who keeps the office running smoothly. This role sits at the intersection of office operations, administrative support, and team coordination, with a strong emphasis on travel management and day-to-day office operations.

Supporting approximately 19 employees, with a primary focus on two senior leaders, you will wear a lot of hats—from coordinating complex company travel and managing expenses to supporting meetings, overseeing office supplies and hospitality, and partnering with building management. The ideal candidate is proactive, resourceful, and comfortable jumping between priorities while maintaining a positive, service-oriented approach.

Key Responsibilities

• Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
• Provide light calendar and meeting support for senior leaders and directors
• Process expenses, submit orders, and help manage administrative workflows
• Oversee office supplies, kitchen inventory, catering, and day-to-day stocking needs
• Coordinate with building management on guests, access, events, space reservations, and office needs
• Welcome and facilitate guest arrivals, including coordinating escorts to the office
• Set up and break down conference rooms and assist with general office upkeep
• Support office events, hospitality, and special projects as needed
• Assist with interior office needs and help maintain a polished, welcoming environment
• Facilitate communication between the San Francisco and New York offices
• Act as a reliable point person for a wide range of operational needs across the office

Ideal Background

• 3–5+ years of experience in office operations, administrative support, workplace services, or a related role
• Strong understanding of how a professional office operates and the ability to anticipate what needs to happen next
• Highly organized with excellent follow-through and attention to detail
• Comfortable managing multiple priorities and switching between administrative and operational responsibilities
• Proactive, self-directed, and motivated to take ownership without waiting to be asked
• Patient, adaptable, and able to work effectively with a wide range of personalities and working styles
• Team-oriented with a genuine willingness to pitch in wherever needed
• Positive, solutions-oriented approach and a strong “nothing is beneath me” mentality
• Comfortable working fully onsite and being an active presence in the office
• Collaborative, kind, and highly tenured team
• High-touch, relationship-driven environment where reliability and trust matter
• Recently consolidated office bringing operations and investment professionals together on one floor
• Hands-on role with meaningful visibility across the organization
• Ideal for someone who enjoys variety, takes pride in keeping things moving, and wants to build a long-term career with a stable and respected firm