Executive Administrative Assistant

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

Job summary

AppleOne in Poway, CA is seeking an experienced Executive Administrative Assistant to support ownership and upper management. This temp-to-hire role focuses on keeping executives organized, coordinating schedules, and managing project-related administrative tasks.

The ideal candidate has 5+ years of senior admin experience, strong calendaring, and proficiency with Microsoft Office. The position is full-time, on-site in Poway, with pay ranging from $28 to $32 per hour DOE.

Qualifications

• 5+ years of professional administrative experience supporting owners or executives.
• Strong executive calendaring and scheduling experience.
• Proficiency with Microsoft Outlook, Word, Excel and general office technology.
• Excellent written and verbal communication with a polished demeanor.
• Ability to manage multiple priorities in a fast-paced environment.
• Discretion handling sensitive company and personnel information.

Responsibilities

• Provide high-level administrative support to ownership and upper management, including calendar management and meeting coordination.
• Prepare professional correspondence, reports, and organized files (electronic and physical).
• Track deadlines, follow-up items, and project details for management.
• Assist with customer projects, documentation, scheduling, purchasing, and material coordination.
• Communicate professionally with customers, vendors, and leadership; maintain confidentiality.

Skills

Executive support

Calendar management

Communication

Multi-tasking

Proactive

Discretion

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

A growing and established service 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.

The Executive Administrative Assistant will play a highly visible role in helping leadership stay organized, supporting customer and project coordination, and ensuring important details move forward efficiently. This is a great opportunity to join a stable team that values professionalism, follow-through, communication, teamwork, and strong leadership support.

Candidates who enjoy meaningful responsibility, direct interaction with decision-makers, and the opportunity to become a trusted member of a growing organization will find this role especially rewarding.

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. DOE
• Job Type: Temp-to-hire.
• Schedule: Full-time, Monday through Friday.
• Location: Poway, CA.

Required Qualifications and Skills

• Provide executive-level administrative support to ownership and senior management.
• Manage calendars, schedules, meeting coordination, reminders, and follow-up items.
• Support customer projects, documentation, purchasing, material coordination, and administrative project details.
• Maintain organized records, communications, deadlines, and leadership priorities.
• 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

We are committed to working with and providing reasonable accommodations to individuals with disabilities.

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.