Admin Assistant (Non-Profit)

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

Job summary

AppleOne Employment Services in Irvine, CA is seeking an experienced Administrative Assistant to provide high-level executive and administrative support for a mission-driven nonprofit organization.

This temp-to-hire role requires proactive, organized, and discreet professionals who can manage calendars, coordinate board activities, handle HR tasks, and keep operations running smoothly in a collaborative office environment.

Qualifications

• Minimum of 3 years of administrative or executive assistant experience.
• Experience supporting senior leadership and board activities.
• Strong communication and discretion.
• Proficiency with SharePoint and standard office software.
• Bachelor’s degree or equivalent preferred but not required.

Responsibilities

• Provide direct administrative support to the CEO, including calendar management, meeting scheduling, travel coordination, document preparation, and follow-up tracking.
• Support executive leadership with project coordination, internal communications, strategic initiative logistics, and agency-wide calendar updates.
• Coordinate Board of Directors and committee meetings, including agendas, meeting packets, minutes, attendance tracking, orientations, records, and follow-up actions.
• Assist with administrative and HR support functions such as mail, shared inboxes, staff directories, interview scheduling, onboarding logistics, invoices, reimbursements, and policy updates.
• Help plan and coordinate staff meetings, retreats, appreciation events, wellness initiatives, and employee engagement activities.
• Maintain confidentiality and exercise sound judgment when handling sensitive leadership, board, client, donor, employee, and organizational information.

Skills

Executive support

Calendar management

Travel coordination

Board meeting logistics

HR coordination

Confidential information

Discretion

Education

Bachelor’s degree or equivalent

Tools

SharePoint

Office 365

Job description

Job Summary

We are seeking an experienced Administrative Assistant to provide high-level executive and administrative support for a mission-driven nonprofit organization in Irvine, CA. This temp-to-hire opportunity is ideal for a proactive, organized, and compassionate professional who enjoys supporting senior leadership, coordinating board activities, and keeping important operational details moving smoothly.

In this role, you will work closely with the CEO and executive leadership team in a collaborative, values-focused environment. The organization offers meaningful work, supportive leadership, positive teamwork, and the opportunity to contribute to programs that make a direct impact in the community. This position is a strong fit for someone who thrives in a professional office setting, communicates with warmth and discretion, and takes pride in creating order, follow-through, and efficiency.

Key Responsibilities

• Provide direct administrative support to the CEO, including calendar management, meeting scheduling, travel coordination, document preparation, and follow-up tracking.
• Support executive leadership with project coordination, internal communications, strategic initiative logistics, and agency-wide calendar updates.
• Coordinate Board of Directors and committee meetings, including agendas, meeting packets, minutes, attendance tracking, orientations, records, and follow-up actions.
• Assist with administrative and HR support functions such as mail, shared inboxes, staff directories, interview scheduling, onboarding logistics, invoices, reimbursements, and policy updates.
• Help plan and coordinate staff meetings, retreats, appreciation events, wellness initiatives, and employee engagement activities.
• Maintain confidentiality and exercise sound judgment when handling sensitive leadership, board, client, donor, employee, and organizational information.

Compensation and Benefits

• Pay range: $25 to $28 per hour.
• Job type: Temp-to-hire.
• Location: Irvine, CA.
• Workplace type: In-office.
• 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 upon hire.
• Position status: Non-exempt.

Required Qualifications and Skills

• Manage executive calendars, meetings, travel, correspondence, presentations, and follow-up items for the CEO and leadership team.
• Coordinate board meeting logistics, prepare materials, take minutes, maintain records, and track action items.
• Support administrative, HR, finance, development, and employee engagement activities across multiple departments.
• Organize confidential documents, timelines, communications, and projects with strong attention to detail.
• Minimum of 3 years of administrative, executive assistant, or related office support experience.
• Strong organizational skills with the ability to manage competing priorities, deadlines, multiple moving pieces.
• Professional written and verbal communication skills, including the ability to draft correspondence and prepare polished materials.
• High level of discretion, integrity, sound judgment when handling confidential information.
• Proficiency with standard office technology and document management tools, including experience maintaining files and records in shared systems such as SharePoint.
• Ability to interact professionally with executives, board members, staff, donors, external partners, and community stakeholders.
• Detail-oriented, proactive, reliable, comfortable anticipating needs before they are requested.
• Bachelor’s degree or equivalent education and experience preferred but not required.

Preferred Qualifications

• Prior nonprofit experience.
• Experience supporting a CEO, executive director, senior leadership team, or board of directors.
• Experience coordinating board packets, meeting minutes, committee logistics, and executive-level communications.
• Experience supporting donor stewardship, development activities, employee engagement events, or cross-functional nonprofit operations.

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.