Administrative Executive Support

AppleOne Employment Services; Los Angeles (CA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Major medical insurance

Dental insurance

Vision insurance

401k

Job summary

AppleOne Employment Services seeks an Administrative and Executive Support professional to manage calendars, draft correspondence, coordinate client communications, and prepare business materials. The role includes maintaining organized records and tracking tasks to ensure timely completion.

Additionally, responsibilities include reviewing bookkeepers’ work for accuracy, checking reconciliations, and preparing reports for owner and clients.

Qualifications

• Experience in a business management or professional services firm preferred.

Responsibilities

• Manage calendars, appointments, meetings, and reminders.
• Monitor and organize email, draft correspondence, and follow up on outstanding items.
• Coordinate client communications, document requests, and deadlines.
• Prepare documents, reports, meeting notes, and other business materials.
• Maintain organized files, records, and client information.
• Track tasks and projects, ensuring commitments are completed on time.
• Assist with scheduling, travel arrangements, vendor coordination, and other administrative needs.
• Handle confidential business and client information with discretion.

Skills

Calendar management

Email management

Executive support

Client communications

Document preparation

Filing and records

Travel arrangements

Discretion with confidential info

Job description

Administrative and executive support

• Manage calendars, appointments, meetings, and reminders.
• Monitor and organize email, draft correspondence, and follow up on outstanding items.
• Coordinate client communications, document requests, and deadlines.
• Prepare documents, reports, meeting notes, and other business materials.
• Maintain organized files, records, and client information.
• Track tasks and projects, ensuring commitments are completed on time.
• Assist with scheduling, travel arrangements, vendor coordination, and other administrative needs.
• Handle confidential business and client information with discretion.

Bookkeeping review and quality control

• Review bookkeepers’ work for accuracy, completeness, and consistency before financial information is sent to clients.
• Check account reconciliations, transaction classifications, and supporting documentation.
• Review financial reports, including profit and loss statements and balance sheets, to identify discrepancies, missing information, or unusual activity.
• Communicate questions and corrections clearly to bookkeepers and follow up to ensure issues are resolved.
• Prepare reviewed reports and supporting materials for the owner’s approval and client delivery.
• Track reporting deadlines and help maintain consistent review procedures.

They need to have had experience – preferably already with a business management firm.

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.