Administrative & Operations Assistant

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

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.

We are seeking a highly organized, personable, and detail-oriented Operations & Administrative Assistant 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.

• 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

• 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 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
  Qualifications
  
  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…