Admin Assistant & EA (Non-Profit)

AppleOne Employment Services; Lake Forest (CA); On-site; USD 34,000 - 39,000; Full time

Job summary

AppleOne Employment Services in Lake Forest, CA is seeking an Administrative & Executive Assistant to support the CEO, executive team, and Board in a mission-driven nonprofit setting. This temp-to-hire role requires high organization, discretion, and proactive communication to keep meetings on track and communications moving smoothly.

The ideal candidate will coordinate calendars, meetings, travel, onboarding, and board materials while collaborating across Administration, HR, Finance,

Qualifications

• Minimum of 3 years of administrative, executive assistant, or related professional experience.
• Bachelor’s degree or equivalent education and experience preferred, but not required.
• Experience with SharePoint and standard office technologies.
• Strong organizational and communication skills.

Responsibilities

• Provide executive support to the CEO, including calendar management, travel coordination, and correspondence.
• Coordinate board meetings: agendas, packets, minutes, attendance, and records.
• Assist across Admin, HR, Finance, Development, and programs with projects and communications.
• Manage confidential information with discretion and professionalism.
• Plan all-staff meetings, retreats, and employee engagement activities.
• Prepare presentations, documents, and internal communications.

Skills

Organizational skills

Communication skills

Discretion & confidentiality

Customer service orientation

Education

Bachelor's degree or equivalent

Tools

SharePoint

Microsoft Office

Job description

Job Summary

A mission-driven nonprofit organization in the Lake Forest/Irvine, CA area is seeking an Administrative & Executive Assistant to provide high-level support to the CEO, executive leadership team, and Board of Directors. This temp-to-hire Executive Assistant role is ideal for a proactive, highly organized professional who enjoys keeping leaders prepared, meetings on track, and important communications moving smoothly.

This is an excellent opportunity to support meaningful community-focused work in a collaborative, values-based environment. The organization offers a supportive leadership team, a positive workplace culture, and the chance to partner across Administration, HR, Finance, Development, programs, and executive leadership. The right candidate will bring professionalism, discretion, warmth, and strong follow-through to a role that directly supports organizational impact.

Key Responsibilities

• Provide direct administrative support to the CEO, including calendar management, meeting scheduling, travel coordination, correspondence, presentations, and document preparation.
• Support executive leadership with project coordination, meeting logistics, strategic initiative support, research, and agency-wide timelines.
• Coordinate Board of Directors and committee meetings, including agendas, meeting packets, minutes, attendance, follow-up items, orientations, and board records.
• Assist with administrative and HR support, including mail, shared inbox management, staff directories, interview scheduling, onboarding logistics, invoices, expense reimbursements, and credit card reconciliation.
• Help plan all-staff meetings, retreats, appreciation events, wellness initiatives, and employee engagement activities that support a strong and inclusive culture.
• Maintain confidentiality and exercise sound judgment when handling sensitive information related to leadership, board members, staff, donors, clients, and operations.

Compensation and Benefits

• Pay Rate: $25 to $28 per hour.
• Job Type: Temp-to-Hire.
• Schedule: Ideally 25 to 30 hours per week during the first 90 days, with the mutual option to extend to 38 hours per week after 90 days or hire.
• Position Type: Non-exempt.
• Location: Lake Forest, CA.

Required Qualifications and Skills

• Manage executive calendars, meeting schedules, travel coordination, and follow-up items for the CEO and leadership team.
• Coordinate Board of Directors meetings, materials, minutes, attendance tracking, records, and board-related communications.
• Prepare professional correspondence, presentations, meeting packets, internal documents, and organizational materials.
• Support administrative, HR, finance, development, and employee engagement activities across multiple departments.
• Minimum of 3 years of administrative, executive assistant, or related professional experience.
• Strong organizational skills with the ability to manage competing priorities, deadlines, logistics, and confidential details.
• Excellent written and verbal communication skills with a professional, warm, and service-oriented approach.
• Proficiency with standard office technology and document management tools, including experience organizing files and records in platforms such as SharePoint.
• Ability to prepare agendas, take accurate meeting minutes, track action items, and follow through with multiple stakeholders.
• High level of discretion, integrity, judgment, and confidentiality when working with sensitive leadership, board, employee, donor, client, and organizational information.
• Detail-oriented, proactive, dependable, and able to anticipate needs in a fast-paced, mission-focused environment.
• Bachelor’s degree or equivalent education and experience preferred, but not required.

Preferred Qualifications

• Previous nonprofit experience.
• Experience supporting a CEO, executive director, senior leadership team, or Board of Directors.
• Experience with donor stewardship, development support, event coordination, or board administration.
• Familiarity with HR coordination, onboarding logistics, invoice processing, expense tracking, or administrative policy documentation.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:

https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.