Office Administrator

Position SummaryThe 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.ResponsibilitiesFront Desk & Guest ExperienceBe the face of the firm: greet and host visitors, executives, candidates, and partners with polish and warmthOversee reception coverage, phones, and the general inboxManage conference room scheduling and run meeting logistics, including catering, AV setup, and materials for internal and external meetingsKeep reception, conference rooms, and common areas consistently guest-readyOffice Operations & FacilitiesOwn day-to-day office operations, including supplies, kitchen, equipment, and furnitureManage the mail and package process end to end: receiving, logging, distribution, outbound shipping, and courier coordinationServe 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 neededIT Coordination & SupportAct 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 issuesCoordinate new hire and departing employee IT processes: equipment ordering, setup, access requests, and offboarding returnsMaintain the hardware, software license, and subscription inventoryPartner with IT on security awareness, such as access protocols and reminders for the teamPeople, Onboarding & CultureOwn the new hire onboarding logistics: workspace setup, equipment, welcome materials, office orientation, and first-day/first-week schedulePartner with Talent on onboarding and offboarding checklistsPlan and execute team events, including lunches, off-sites, holiday gatherings, volunteer days, and milestone celebrationsDrive initiatives that make the office a place people want to be: recognition, wellness, and team connectionGather team feedback and propose improvements to the workplace experienceAdministrative SupportProvide calendar, scheduling, and travel supportCoordinate firm-wide logistics for meetings, investor events, board meetings, and offsitesGather presentations, documents, and meeting materials as neededDraft, proofread, and format correspondence and internal communicationsMaintain filing systems, both paper and electronic, and keep records organized and currentHandle sensitive and confidential information with discretionFollow firm confidentiality, safety, and security policiesProcess & Continuous ImprovementHelp maintain office procedures, vendor contact lists, and the office handbookIdentify ways to streamline operations, cut costs, and improve the team's experienceTake on special projects as neededWhat You Bring3-5+ years of (professional services, financial services, or similar environment preferred) change highlighted words to: administrative experience in an office environmentGood communication skills: polished, warm, and clear with people at all levels, from interns to senior executivesProcess-oriented: you like clear routines and checklists, and you keep them running consistentlyStrong attention to detail in scheduling, logistics, and documentsStrong organizational and project management skills; you juggle many priorities without dropping the ballProficiency in Microsoft 365, Zoom, and comfortability with troubleshooting common tech issuesHigh level of discretion and professionalism with confidential informationA proactive, solutions-oriented mindset; you spot the issue and fix it before it becomes oneBachelor's degree preferred, or equivalent experienceAbility to lift up to [25] lbs and occasionally work outside normal hours for events, etc.Nice to HaveExperience in private equity, finance, or other professional servicesFamiliarity with expense/AP tools (Ramp, etc.)Event planning experiencePrior experience supporting an office move or build-outBasic IT knowledge, such as device setup or network basics, and tech savvyWorking ConditionsStandard office environment; on-site, Monday–FridayRegularly sits or stands at a desk and uses a computer, phone, and standard office equipment