Administrative Coordinator

Job Title: Administrative Coordinator

Location: La Jolla, CA (On-site at least 80% of the time; limited hybrid flexibility) Hours: Full-time, approximately 40 hours per week

Overview

We are an independent financial advisory firm seeking a highly organized, tech-savvy individual to support our team in three key areas:

• Executive Support (≈45%) – Assist the founding principal and potentially select partners by taking verbal instructions, updating tasks in Salesforce CRM, managing calendars and travel, and ensuring follow-through on priorities.
• Operations Support (≈45%) – Handle structured administrative and knowledge work, including organizing digital documents, performing manual data transfers between systems, digital marketing, and other routine tasks delegated by team members.
• Office Administration (≈10%) – Provide general office support such as answering phones, greeting visitors, digital marketing support, coordinating meeting logistics, and ensuring the office environment is organized, adequately supplied, and functional.

This is an entry-level to early career role ideal for someone who learns quickly, communicates clearly, and thrives in a small business environment where autonomy and adaptability are expected. Experienced candidates are also encouraged to apply — deeper expertise will be recognized, and compensation is negotiable for the right fit.

Key Responsibilities

Executive Support

• Update and maintain tasks and records in Salesforce CRM – primarily based on verbal instructions.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare meeting materials and confirm logistics for internal and external participants.
• Track and follow up on action items for the founding principal and occasionally other team members.
• Handle routine correspondence with staff and vendors on behalf of executives.

Operations and Administration Support

• Organize and maintain digital files (PDF, Word, Excel) in a structured manner.
• Perform manual data transfers between systems that do not integrate (Export-Transform-Load style tasks with spreadsheets, etc.).
• Assist with document preparation and basic reporting.
• Support ad hoc projects and administrative tasks delegated by team members.
• Answer phones and greet visitors.
• Support digital marketing efforts.
• Assist with maintaining policies and procedures to support compliance standards.

Qualifications

• Strong computer literacy; ability to learn new software quickly.
• Familiarity with Microsoft Office (Word, Excel, Outlook); Salesforce experience a plus.
• Accurate touch typing (40 WPM); 10-key a plus.
• Excellent verbal and written communication skills, with professionalism and collegiality when engaging with internal and external contacts.
• Outstanding organizational skills and attention to detail; able to see tasks and projects through to completion efficiently and accurately.
• Ability to manage numerous tasks and projects simultaneously, anticipate needs, and meet deadlines in a fast-paced environment.
• Comfortable following established procedures while identifying opportunities for efficiency and improvement.
• Maintain confidentiality and adhere to compliance standards in handling sensitive information.
• Demonstrates flexibility and willingness to learn new software and adapt to evolving technology needs.
• Comfortable working in an office environment and collaborating with a small team.

Behavioral Attributes

• Comfortable in a small business, entrepreneurial environment where autonomy and adaptability are expected.
• Able to juggle urgent tasks without losing sight of accuracy and deadlines; remains calm under pressure.
• Takes pride in achieving personal and team objectives.
• Lifelong learner who embraces change and seeks opportunities to improve processes.

Compensation & Benefits

• Competitive compensation based on experience.
• PTO, holidays, health insurance, and 401(k) with company contribution depending on hours worked.
• Opportunities for learning and growth.