Executive Assistant

AppleOne Employment Services; Costa Mesa (CA); On-site; USD 70,000 - 85,000; Full time

Benefits offered by this job

Major medical

Dental

Vision

401k

Sick pay

Job summary

AppleOne seeks an experienced Executive Assistant for a contract/temporary role in Santa Ana, CA, with plans to relocate to Costa Mesa this year. The right candidate will support the Chief of Staff and assist the broader office, thriving in a fast-paced nonprofit setting.

The role requires 6–10 years of executive support experience, exceptional calendar and email management, and discretion handling confidential information. Some after-hours events may be needed.

Qualifications

• 6 to 10 years of experience in executive support or a similar role.
• Strong calendar management, scheduling, and email management skills.
• Professional discretion when handling confidential information.

Responsibilities

• Provide high-level administrative and executive support to the Chief of Staff, including calendar management, meeting coordination, and daily prioritization.
• Coordinate meetings, engagements, activities, media-related appointments, and other executive commitments.
• Manage email correspondence, phone calls, follow-ups, and time-sensitive requests with professionalism and discretion.
• Arrange catering, meeting logistics, materials, and office support needs for internal and external meetings.
• Serve as a dependable point of contact for the executive office and help the team stay organized.

Skills

Calendar management

Executive support

Email management

Meeting coordination

Catering and logistics

Discretion

Communication

Problem solving

Job description

Job Summary

We are seeking an experienced and dynamic, high-energy Executive Assistant for a contract/temporary opportunity in Santa Ana, CA, supporting executive leadership within a nonprofit charitable organization. There is an opportunity for temp to hire. This role is ideal for a highly organized, proactive senior administrative professional who thrives in a fast-moving environment and enjoys being the trusted right hand to a busy executive. Must love the non profit world! And be reliable, dependable, and have flexibility to work some after hours activities and events. This is a great opportunity to join a quicky growing non profit with a valuable mission. we are looking for the skill set, but mostly the intangibles - drive, passion, energy, poise and professionalism. If you are ready to take ownership of a truly exciting role and grow with an organization

The Executive Assistant will provide high-level support to the Chief of Staff while also assisting the broader office as needed. This is a great opportunity to contribute to a mission-driven environment where teamwork, responsiveness, and professionalism are valued. The right candidate will be comfortable managing shifting priorities, handling sensitive communications, and ensuring the executive office runs smoothly.

Key Responsibilities

• Provide high-level administrative and executive support to the Chief of Staff, including calendar management, meeting coordination, and daily prioritization.
• Coordinate meetings, engagements, activities, media-related appointments, and other executive commitments.
• Manage email correspondence, phone calls, follow-ups, and time-sensitive requests with professionalism and discretion.
• Arrange catering, meeting logistics, materials, and office support needs for internal and external meetings.
• Serve as a dependable point of contact for the executive office, helping the team stay organized and responsive in a changing environment.
• Support general office needs and administrative projects as assigned.
• Must be professional, poised, dependable, open to after hours events.
• Must be technically savvy.
• Must love the non profit world.

Compensation and Benefits

• Salary range: $70,000 to $85,000 per year.
• Job type: Contract/Temporary with the possibility of temp to hire.
• Location: Santa Ana, but will be relocating to Costa Mesa this year.

Required Qualifications and Skills

• Manage complex calendars, meetings, engagements, and executive commitments.
• Provide direct support to the Chief of Staff and assist the broader office as needed.
• Coordinate catering, meeting logistics, communications, phone calls, and administrative follow-up.
• Help maintain organization and efficiency in a fast-paced, high-demand executive environment.
• 6 to 10 years of experience in executive support, senior administrative support, or a similar role.
• Strong calendar management, scheduling, email management, and meeting coordination skills.
• Ability to pivot quickly and remain calm, organized, and professional in an ever-changing environment.
• Excellent communication, follow-through, and problem-solving skills.
• High attention to detail with the ability to manage multiple priorities and deadlines.
• Professional discretion when handling confidential information and executive communications.
• Strong service mindset with the ability to support leadership, visitors, internal teams, and external contacts.

Preferred Qualifications

• Prior experience supporting a Chief of Staff, C-suite executive, senior leader, or high-profile office.
• Experience working in a nonprofit, charitable, community-focused, or mission-driven organization.
• Experience coordinating executive engagements, media-related meetings, events, or public-facing activities.

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.