Bilingual-Executive Asst-Non Profit

AppleOne Employment Services; Thousand Oaks (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

AppleOne is seeking an Executive Support professional to provide confidential administrative support to executive management, including the CEO and Board of Directors. The role spans complex document preparation, travel planning, and liaison work with internal staff and external agencies.

The position reports to the Director of HR and Administration, supporting quarterly staff meetings, event planning, and tenant relations. Strong organization and communication are essential.

Responsibilities

• Supports executive management with confidential, complex administrative tasks.
• Manages travel arrangements and calendar for executives and board members.
• Prepares and proofs reports, memos, and correspondence for the Executive Officer and Board.
• Coordinates meetings, minutes, and board materials; liaises with external agencies and staff.
• Organizes office operations, including front desk duties and regulatory communications.

Job description

Executive Support

• Serves as administrative support to executive management staff, including in complex and/or confidential matters, directly reporting to the Director of HR and Administration. Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects. Assists the CEO with a broad variety of daily administrative duties and tasks.
• Provides confidential administrative and project support for the Executive Officer, and Board of Directors; acts as a liaison between the Executive team, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the Executive Officer and Board of Directors; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
• Organizes and carries out administrative assignments; research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
• Makes all travel arrangements, including transportation, and lodging, conference/training registrations for Executive staff and Board members and prepares and submits travel reimbursements requests as needed.
• Provide support to front desk to include screenings calls, visitors, and incoming mail and emails; assists and directs walk-ins, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Supports the Executive Officer in his/her external commitments related to boards, committees and other groups.
• Coordinate quarterly staff meetings, management team meetings and other ad hoc meetings, as required. Manages conference room calendars
• Assists in event planning, including staff events.
• Oversees corporate office building tenant relationships, including work order needs and coordination of maintenance schedules.
• Performs other duties as assigned

Board Support

• Serve as Point of Contact to the Board of Directors, taking minutes during Board Meetings, and streamlining communications.
• Provides support to the Board of Directors by managing board relations; compiling, preparing, organizing and processing Board meeting agenda packets; preparing various documents including resolutions, reports, memoranda, meeting notices and other related meeting documents; and providing travel arrangements for the Commissioners. Provides similar clerical support for affiliate non-profits.
• Provides administrative support for a variety of Board meetings, including affiliate entity board meetings and management meetings; schedules meetings, prepares agendas, assembles and distributes packets, attends meetings, takes and transcribes meeting minutes, and records official action taken at Board meetings; maintains official meeting records, such as resolutions, contracts, and other official files and documents; ensures that records with the State or other governing agencies are kept up-to-date; follows-up on outstanding action items from each Board meeting where necessary.

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.