Executive Assistant & Operations Coordinator

Our client is a well-established consulting and market-intelligence organization serving a rapidly expanding sector within the broader health, wellness, and consumer products marketplace. For more than two decades, the firm’s principals have advised C-suite leaders, founders, investors, and innovators across a multibillion-dollar industry. This organization is known for its collaborative culture, intellectually stimulating work, and commitment to professional development. Team members work closely with senior partners on high-visibility initiatives, strategic projects, and key industry events.

The firm is seeking a high-capability Executive Assistant & Operations Coordinator—someone who thrives in a fast-paced environment, is energized by variety, and demonstrates the discipline, judgment, and ownership mentality required to support senior leadership.

**This is a hybrid position located in San Diego, CA.

The Ideal Candidate is Self-motivated, eager to learn, embraces new challenges, and brings a strong sense of ownership. Team-oriented, open to feedback, willing to take on tasks at all levels to advance the mission. Emotionally intelligent, thoughtful in communication, and adept at navigating interpersonal dynamics.

This role is essential to the seamless operation of the firm and supports both day-to-day executive needs and broader organizational priorities. The position offers direct exposure to high-level strategic work and the opportunity to play a key role in major industry events.

Key Responsibilities

• Manage complex executive calendars, coordinate email communications, and streamline daily workflow priorities.
• Arrange domestic and international travel, accommodations, meeting logistics, and conference preparation.
• Maintain and organize sensitive and confidential records.
• Support company operations including scheduling, quarterly planning, meeting coordination, and internal communications.
• Assist with financial administration such as account management, vendor oversight, and budget tracking.

• Oversee light office management responsibilities to ensure smooth day-to-day functioning.
• Organize and assist with project meetings, track action items, consolidate materials, and distribute follow-up documents.
• Prepare, format, proofread, and quality-check presentations, memos, reports, and client-facing documents.
• Provide logistical and administrative support for major industry events, including coordination with internal and external stakeholders.
• Partner closely with other members of the administrative and project teams to ensure alignment and continuity of support.
• Develop working relationships with key client personnel to facilitate effective communication and project flow.

Qualifications

• Demonstrated experience as an executive assistant, operations coordinator, or comparable administrative role.
• Exceptional organizational, communication, and time-management skills.
• Strong attention to detail, with the ability to anticipate needs and take initiative.
• Financial literacy and comfort managing basic business accounts or administrative finances.
• Proficient in Microsoft Office Suite and modern productivity tools.
• Professionalism, discretion, and sound judgment when handling confidential information.
• Sales, partnership, or negotiation skills are a plus.

If you are an exceptionally organized, proactive professional who excels in supporting senior leaders and managing multifaceted administrative responsibilities, we invite you to apply through our executive search team.

Compensation: $90,000 plus benefits

If this sounds like the position you have been waiting for, please apply using the online application or the link below - all inquiries are strictly confidential. Our focus is to assist you to make your best next career move, and we will not use your information for any other purpose.

Kalon Search is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

www.KalonSearch.com