Sr. Administrative Assistant

Career Group; San Diego (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Career Group seeks a polished Senior Administrative Assistant in San Diego to support a Managing Director and Financial Advisors in a fast-paced, client-focused environment.

This role requires a proactive professional who excels at managing priorities, handling confidential information, and delivering exceptional service to internal stakeholders and external clients.

Qualifications

• 2+ years of administrative or executive support experience in a corporate or professional services environment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication with discretion in handling confidential information.
• Proactive, detail-oriented and able to collaborate with senior-level professionals.

Responsibilities

• Manage a complex executive calendar, including meetings, travel, and appointments.
• Coordinate senior-level internal/external meetings, conference calls, and client engagements.
• Serve as liaison between executives, advisors, clients, and internal teams.
• Handle high volumes of phone calls, correspondence, and client communications with discretion.
• Support recruiting and onboarding, including interview coordination and logistics.
• Prepare and revise presentations, reports, and business materials.
• Maintain databases, records, and reporting documents with high accuracy.
• Process expense reports and assist with administrative/operational tasks.
• Support client service initiatives and ongoing relationship management activities.
• Assist with office operations, supply management, and facilities coordination.
• Participate in special projects and train/support new team members as needed.

Skills

Admin experience

MS Office

CRM experience

Tools

Salesforce

Job description

Our client, a leading wealth management and financial services organization in San Diego, is seeking a polished, highly organized Senior Administrative Assistant to support a Managing Director and Financial Advisors in a fast-paced, client-focused environment.

This role requires a proactive professional who excels at managing competing priorities, handling sensitive and confidential information, and delivering exceptional service to both internal stakeholders and external clients. The ideal candidate is detail-oriented, resourceful, and comfortable partnering with senior-level professionals while serving as a key point of coordination across the office.

Responsibilities

• Manage a complex and active executive calendar, including scheduling meetings, appointments, and travel arrangements
• Coordinate senior-level internal and external meetings, conference calls, and client engagements
• Serve as a liaison between executives, advisors, clients, and internal teams
• Handle a high volume of phone calls, correspondence, and client communications with professionalism and discretion
• Support recruiting and onboarding efforts, including interview coordination and new hire logistics
• Prepare and revise presentations, reports, correspondence, and other business materials
• Maintain databases, records, and reporting documents with a high degree of accuracy
• Process expense reports and assist with administrative and operational support functions
• Support client service initiatives and assist with ongoing relationship management activities
• Assist with office operations, including supply management and facilities coordination
• Participate in special projects and ad hoc assignments requiring strong follow-through and attention to detail
• Help train and support new team members as needed

The Ideal Candidate

• Has 2+ years of administrative, executive assistant, or executive support experience within a corporate or professional services environment
• Has experience supporting senior executives, advisors, partners, or other high-level professionals
• Demonstrates exceptional organizational skills and the ability to manage multiple priorities simultaneously
• Possesses outstanding verbal and written communication skills
• Maintains a high level of professionalism, discretion, and judgment when handling confidential matters
• Is client-focused with exceptional attention to detail
• Thrives in a collaborative, team-oriented environment
• Has strong Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint
• Experience with Salesforce or other CRM platforms is a plus

Schedule

• Approximate hours: 8:00 AM-5:00 PM