Executive Administrative Assistant

AppleOne Employment Services; San Diego (CA); On-site; USD 39,000 - 44,000; Full time

Job summary

AppleOne Poway is seeking an experienced Executive Administrative Assistant to support ownership and upper management in a fast-paced, project-driven environment. The role emphasizes organization, proactive communication, and maintaining executives' calendars, documents, and priorities.

This full-time, temp-to-hire position offers direct exposure to leadership, professional development, and the chance to become a trusted member of a growing team.

Qualifications

• 5+ years of professional administrative experience, preferably supporting an owner, executive, or senior-level manager.
• Strong executive calendaring and scheduling experience.
• Proficiency with Microsoft Outlook, Word, Excel, and general office technology.
• Excellent written and verbal communication skills with a polished and professional demeanor.
• Strong organization, attention to detail, follow-through, judgment, and discretion.
• Ability to manage multiple priorities and changing demands in a fast-paced office environment.
• Ability to interact confidently with executives, customers, vendors, contractors, and business professionals.
• Dependable, proactive, and able to anticipate needs without waiting to be reminded.

Responsibilities

• Provide high-level administrative support to ownership and upper management, including calendar management, scheduling, reminders, and meeting coordination.
• Prepare professional correspondence, reports, documents, internal communications, and organized electronic and physical files.
• Track deadlines, commitments, follow-up items, project details, and outstanding action items for management.
• Assist with customer projects, job documentation, scheduling, purchasing, material coordination, and project-related administrative needs.
• Communicate professionally with customers, contractors, vendors, field personnel, office staff, production teams, and leadership.
• Handle sensitive company, customer, project, and personnel information with discretion and confidentiality.

Skills

Executive calendar management

Scheduling

MS Outlook

MS Word

MS Excel

Written communication

Verbal communication

Discretion

Organization

Multi-tasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

A growing and established construction company in Poway, CA is seeking an experienced Executive Administrative Assistant to support company ownership and upper management. This temp-to-hire opportunity is ideal for a polished, proactive administrative professional who thrives in a fast-paced, project-based environment and enjoys keeping executives, schedules, documents, and priorities organized. This role offers meaningful responsibility, direct interaction with leadership, and the opportunity to become a trusted member of a stable and growing team. The work environment values professionalism, follow-through, communication, and teamwork. You will play an important role in helping leadership stay organized, supporting customer and project coordination, and ensuring key details move forward efficiently.

Key Responsibilities

• Provide high-level administrative support to ownership and upper management, including calendar management, scheduling, reminders, and meeting coordination.
• Prepare professional correspondence, reports, documents, internal communications, and organized electronic and physical files.
• Track deadlines, commitments, follow-up items, project details, and outstanding action items for management.
• Assist with customer projects, job documentation, scheduling, purchasing, material coordination, and project-related administrative needs.
• Communicate professionally with customers, contractors, vendors, field personnel, office staff, production teams, and leadership.
• Handle sensitive company, customer, project, and personnel information with discretion and confidentiality.

Compensation and Benefits

• Pay: $28 to $32 per hour.
• Schedule: Full-time, Monday through Friday.
• Location: Poway, CA.

Required Qualifications and Skills

• 5+ years of professional administrative experience, preferably supporting an owner, executive, or senior-level manager.
• Strong executive calendaring and scheduling experience.
• Proficiency with Microsoft Outlook, Word, Excel, and general office technology.
• Excellent written and verbal communication skills with a polished and professional demeanor.
• Strong organization, attention to detail, follow-through, judgment, and discretion.
• Ability to manage multiple priorities and changing demands in a fast-paced office environment.
• Ability to interact confidently with executives, customers, vendors, contractors, and business professionals.
• Dependable, proactive, and able to anticipate needs without waiting to be reminded.

Preferred Qualifications

• Experience in construction, home improvement, field service, manufacturing, or another project-based environment.
• Experience with ServiceTitan or similar CRM, scheduling, or project management software.
• Background supporting leadership in a small to mid-sized business environment.
• Familiarity with project documentation, material coordination, vendor communication, or field team scheduling.

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.