Position Summary
The Office Administrator is the face of the firm and the person who keeps the office running smoothly day to day. This role covers reception and guest experience, office and facilities operations, first-line IT coordination, onboarding and culture, and administrative support. It is a full-time position located at our headquarters in Solana Beach, CA.
Front Desk & Guest Experience
Be the face of the firm: greet and host visitors, executives, candidates, and partners with polish and warmth
Oversee reception coverage, phones, and the general inbox
Manage conference room scheduling and run meeting logistics, including catering, AV setup, and materials for internal and external meetings
Keep reception, conference rooms, and common areas consistently guest-ready
Office Operations & Facilities
Own day-to-day office operations, including supplies, kitchen, equipment, and furniture
Manage the mail and package process end to end: receiving, logging, distribution, outbound shipping, and courier coordination
Serve as the day-to-day point of contact for building management and facilities vendors (cleaning, security, HVAC, maintenance, etc.)
Oversee health, safety, and emergency preparedness (evacuation plans, first aid, fire safety, building access and key/badge control)
Support office moves, expansions, and space planning as needed
Act as first-line support for day-to-day tech needs (hardware, printers, Wi-Fi, phones, conference room tech)
Manage the relationship with our outsourced IT provider: submit and track tickets, and escalate issues
Coordinate new hire and departing employee IT processes: equipment ordering, setup, access requests, and offboarding returns
Maintain the hardware, software license, and subscription inventory
Own the new hire onboarding logistics: workspace setup, equipment, welcome materials, office orientation, and first-day/first-week schedule
Plan and execute team events, including lunches, off-sites, holiday gatherings, volunteer days, and milestone celebrations
Drive initiatives that make the office a place people want to be: recognition, wellness, and team connection
Administrative Support
Provide calendar, scheduling, and travel support
Gather presentations, documents, and meeting materials as needed
Draft, proofread, and format correspondence and internal communications
Handle sensitive and confidential information with discretion
Follow firm confidentiality, safety, and security policies
Process & Continuous Improvement
Help maintain office procedures, vendor contact lists, and the office handbook
Identify ways to streamline operations, cut costs, and improve the team's experience
Take on special projects as needed
3-5+ years of (professional services, financial services, or similar environment preferred) change highlighted words to: administrative experience in an office environment
~ Strong attention to detail in scheduling, logistics, and documents
~ Strong organizational and project management skills; Proficiency in Microsoft 365, Zoom, and comfortability with troubleshooting common tech issues
~ High level of discretion and professionalism with confidential information
~ Bachelor's degree preferred, or equivalent experience
~ Experience in private equity, finance, or other professional services
Event planning experience
Prior experience supporting an office move or build-out
Basic IT knowledge, such as device setup or network basics, and tech savvy
Standard office environment; on-site, Monday–Friday
Regularly sits or stands at a desk and uses a computer, phone, and standard office equipment
