Administrative & Operations Manager

Company Description

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets. The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

About the Role

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.

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

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
• Work in conjunction with J.S. Held's 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

• 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 2–3 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

Required Qualifications

• 3–6 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
• Bachelor's degree required; business, finance, communications, or related field preferred

Benefits

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

Compensation

A reasonable estimate of the salary range for this role is $80,000 - $110,000. 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.

Additional Information

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 we're all about at www.jsheld.com.

Equal Opportunity Employment

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 [email protected] and include "Applicant Accommodation" within the subject line with your request and contact information.

Location Type: In Office Department: Strategic Advisory