Executive Administrative Assistant

AppleOne Employment Services; Oakland (CA); On-site; USD 45,000 - 58,000; Full time

Benefits offered by this job

Major medical

Dental

Vision

401k

Sick pay as required

Job summary

AppleOne Employment Services seeks an experienced Executive Administrative Assistant to support senior HR leadership in Oakland, CA. You will manage calendars, craft communications, and handle confidential information with professionalism in a government/public sector setting.

The role involves board-level support, stakeholder liaison, and complex coordination, with a 3–6 month contract and a pay rate of $33–$42 per hour. Immediate start and full-time hours apply.

Qualifications

• Provide confidential administrative support to executive HR leadership.
• Manage calendars, meetings, agendas, reports, and special projects.
• Maintain sensitive employee and labor relations records.
• Serve as liaison between executives, legal counsel, HR, and public officials.
• Associate degree or equivalent education required; related coursework preferred.
• At least six years of recent executive-level administrative support experience.

Responsibilities

• Manage complex executive calendars, appointments, and meetings.
• Screen visitors, calls, and confidential requests with routing as needed.
• Prepare, edit, and finalize correspondence, reports, and meeting materials.
• Maintain confidential files and records related to employee and labor relations.
• Coordinate meetings, prepare agendas, and support boards and task forces.
• Arrange travel, conferences, and expense reimbursements as assigned.

Skills

Calendar management

Executive support

Confidential information handling

Communication

Proofreading

Discretion

Interpersonal skills

Public sector experience

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Job description

Job Summary

We are seeking an experienced Executive Administrative Assistant for a contract opportunity in Oakland, CA supporting senior Human Resources leadership within a government and public sector environment. This role is ideal for a highly organized administrative professional who is comfortable handling confidential information, managing executive calendars, preparing polished communications, and serving as a trusted point of contact for internal and external stakeholders.

This position offers the opportunity to work in a mission-driven public sector setting with supportive leadership, collaborative teams, and meaningful exposure to executive operations, employee relations, labor relations, and board-level administrative support. The successful candidate will bring professionalism, discretion, strong judgment, and the ability to manage multiple priorities in a fast-paced executive office.

Key Responsibilities

• - Manage complex executive calendars, appointments, meetings, office schedules, and coordination with internal departments, public officials, external agencies, and community representatives.
• - Screen visitors, phone calls, inquiries, and confidential requests while providing accurate information and routing matters appropriately.
• - Prepare, edit, proofread, and finalize correspondence, reports, memoranda, agendas, meeting materials, minutes, and administrative documents.
• - Maintain confidential files, spreadsheets, logs, and records related to employee relations, labor relations, grievances, investigations, discipline, and collective bargaining matters.
• - Coordinate meetings, prepare agendas, arrange facilities and equipment, assemble materials, post notices, and provide administrative support for boards, committees, and task forces.
• - Handle travel arrangements, conference logistics, reimbursement tracking, expense reconciliation, special projects, and other executive office support duties as assigned.

Compensation and Benefits

• - Pay rate: $33 to $42 per hour.
• - Schedule: 40 hours per week.
• - Assignment type: Contract/Temporary.
• - Assignment duration: 3 to 6 months.
• - Location: Oakland, CA.
• - Start date: ASAP.
• - 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.

Required Qualifications and Skills

• - Provide confidential administrative and office support to executive-level Human Resources leadership.
• - Manage executive calendars, meeting coordination, agendas, correspondence, reports, and special projects.
• - Maintain sensitive employee relations, labor relations, grievance, disciplinary, investigation, and collective bargaining records.
• - Serve as a professional liaison between executive management, legal counsel, Human Resources, labor relations staff, public officials, employees, and external contacts.
• - Associate degree or equivalent education from an accredited college or university, preferably with coursework in business, accounting, or a related field.
• - At least six years of recent, verifiable administrative support experience for executive-level management personnel.
• - Experience supporting leaders in roles involving frequent public contact, confidential information, and complex administrative coordination.
• - Strong knowledge of office administration, executive support practices, records management, meeting coordination, and business correspondence.
• - Proficiency with calendars, spreadsheets, reports, document preparation, email communication, and standard office technology.
• - Excellent written and verbal communication skills with strong proofreading, editing, organization, and follow-through abilities.
• - Ability to exercise discretion, sound judgment, professionalism, and confidentiality when handling sensitive personnel and labor relations matters.
• - Strong interpersonal skills with the ability to interact effectively with executives, board members, public officials, employees, community representatives, and members of the public.

Preferred Qualifications

• - Experience supporting Human Resources executives, labor relations teams, legal counsel, board officers, or senior leaders in a public sector or government environment.
• - Familiarity with public meeting support, agenda preparation, legal notices, meeting minutes, and committee or board administration.
• - Experience maintaining intranet or internet content for a department or executive office.
• - Ability to recommend process improvements, support procedural changes, and assist with training or reviewing the work of clerical staff.

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

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.