Administrative & Operations Manager

We are seeking a highly organized personable and detail-oriented Operations & Administrative Manager to serve as the operational and administrative backbone of our Solana Beach office. This is a role for someone who thrives on variety takes ownership and genuinely enjoys supporting a high-performing team.

This person will lead management meeting preparation and serve as a resource to the four-member executive team holding this team accountable for follow-up.  Additional responsibilities include executive and administrative support cross-trained backup coverage for our proposals/marketing and billing/operations specialists and client experience coordination. Approximately 15% of the role involves personal administrative support for the executive team.

We are consultants who bill by the hour excellent at client work and less naturally inclined toward administration. We need someone who fills that gap with energy competence and good humor. The right person will be indispensable within 90 days.

Our office is collaborative and high-energy we work hard and take care of each other.

Job Responsibilities

Executive & Administrative Support

Serve as the primary administrative resource for the executive team:

• Manage complex calendars schedule internal and external meetings and coordinate across multiple priorities
• Arrange and book all 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 including coordination of correspondence scheduling and document management
• Screen and return calls on behalf of senior executives on an as-needed basis
• Manage client gifting program and relationship outreach tracker to ensure timely and thoughtful touchpoints throughout the year

Management Meeting Preparation & Operational Dashboards

Lead preparation and facilitation of regular management meetings for the executive team. This role works in conjunction with JS Helds centralized operations team the primary source of firm-wide KPI data and reporting as well as directly with Dynamics 365 and Power BI to help the Solana Beach executive team interpret act on and stay accountable to that data:

• Prepare agendas distribute materials in advance and document action items and follow-ups
• Track progress on open items and ensure leadership commitments are followed through
• Serve as the operational memory of the leadership team knowing where things stand and what needs attention

Office Operations & Team Culture 

Lead the day-to-day operational and cultural life of the Solana Beach office:

• Manage vendor relationships office supplies and facilities needs
• Coordinate weekly team lunches office gatherings and general office errands
• Support onboarding of new team members and ensure they are set up for success from day one
• Serve as the go-to resource for the broader team on operational and administrative questions
• Contribute to a positive cohesive and high-energy office environment

Client Experience & Business Development Support

• Plan and coordinate 23 client-facing events per year including dinners cocktail receptions and conference logistics
• Coordinate client entertainment including sporting event tickets and other relationship touchpoints
• Support broader business development efforts of the executive team on an as-needed basis

Qualifications :

Required Qualifications:

• 36 years of experience in an administrative operations or executive support role; professional services environment (consulting financial services law or accounting) strongly preferred
• Exceptional organizational skills with the ability to support multiple executives and manage competing priorities
• Strong numerical aptitude comfortable with financial data KPIs expense tracking and billing concepts
• Excellent written and verbal communication skills; able to draft polished correspondence and client-facing materials
• High emotional intelligence and genuine interpersonal skills this person is the connective tissue of a busy office
• Proficiency in Microsoft Office suite; experience with Microsoft Dynamics 365 Power BI or comparable ERP/reporting software a strong plus
• Proactive resourceful and comfortable operating with limited direction in a fast-paced environment
• Willing and able to handle both high-level executive support and hands-on logistical tasks
• Bachelors degree required; business finance communications or related field preferred

Additional Information :

Some of the Benefits We Have Include

J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our teams needs.

• Generous FTO Policy
• Medical Dental and Vision Insurance
• 401k Match
• Commuter Benefit

A reasonable estimate of the salary range for this role is $80000 - $110000. Any offered salary range is based on a wide array of factors including but not limited to skillset experience training location scope of role management responsibility etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

By submitting your application you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection processing use and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what were all about at .

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.

If you are an individual with a disability and would like to request for a reasonable accommodation please email  and include Applicant Accommodation within the subject line with your request and contact information.

#LI-PF1

Remote Work :

No

Employment Type :

Full-time