Executive Assistant

AppleOne Employment Services; Santa Barbara (CA); On-site; USD 48,000 - 55,000; Full time

Job summary

AppleOne Employment Services seeks an experienced Executive Assistant to support seven C-level executives in a fast-paced, fully onsite setting in downtown Santa Barbara, CA. You will manage complex calendars, coordinate meetings across time zones, arrange international travel, and process expenses with discretion and professionalism.

The role reports to the COO; cross-training and a four-week assignment are included, with a strong emphasis on confidentiality and executive-level service.

Qualifications

• Provide high-level administrative support to seven C-level executives.
• Manage complex calendars and schedule meetings across time zones.
• Coordinate domestic and occasional international travel arrangements.
• Process expense reports, memos, approvals, and administrative requests.
• Arrange catering, office visits and meeting logistics for executives.
• Advanced knowledge of Google Workspace (Gmail, Calendar, etc.).

Responsibilities

• Manage executive calendars and coordinate meetings across multiple time zones.
• Coordinate travel arrangements and related logistics.
• Prepare and process expense reports and related documentation.
• Arrange catering, restaurant visits and other meeting logistics.
• Provide personal administrative support as needed.
• Support special administrative projects and cross-training for seamless coverage.

Skills

Executive support

Calendar management

Travel arrangement

Expense reports

Meeting coordination

Google Workspace

Discretion

Communication

Tools

Google Workspace

Job description

Job Summary

We are seeking an experienced Executive Assistant for a temporary assignment supporting a senior executive leadership team in downtown Santa Barbara, CA. This fully onsite opportunity is ideal for a highly organized administrative professional who enjoys working closely with C-level leaders, managing competing priorities, and keeping executive operations running smoothly.

In this role, you will provide high-level administrative support to seven C-level executives while reporting directly to the COO. You will help manage complex calendars, coordinate meetings, arrange travel, process expenses, and support daily executive needs with professionalism and discretion.

This is a great opportunity to contribute in a fast-paced, collaborative leadership environment where strong organization, clear communication, and proactive problem-solving are highly valued. The assignment includes cross-training to help ensure a smooth transition and successful coverage period.

Key Responsibilities

• Manage complex executive calendars, schedule meetings across multiple time zones, and proactively coordinate one-on-one meetings between executives and direct reports.
• Coordinate domestic and occasional international travel arrangements, including flights, hotels, transportation, and related logistics.
• Prepare and process expense reports, credit card reconciliations, memos, approvals, and other executive administrative documentation.
• Arrange catering, lunch orders, restaurant reservations, office visits, and meeting logistics to support executive and business needs.
• Provide occasional personal administrative assistance, including appointment scheduling and other professional support requests.
• Support special administrative projects, anticipate executive needs, and help maintain daily organization for a busy senior leadership team.

Compensation and Benefits

• Pay rate: $35.00 to $40.00 per hour, depending on experience.
• Employment type: Contract/Temporary.
• Assignment duration: Approximately 4 weeks.
• Includes approximately 2 days of cross-training.
• Schedule/location: Fully onsite in downtown Santa Barbara, CA.
• Reports directly to the COO.

Required Qualifications and Skills

• Provide high-level administrative support to seven C-level executives.
• Manage executive calendars, meeting coordination, and travel arrangements.
• Process expense reports, reconciliations, memos, approvals, and administrative requests.
• Coordinate executive office visits, meeting logistics, and special administrative projects.
• At least 2 years of experience supporting C-level executives or 4+ years supporting Directors or Vice Presidents.
• Strong experience managing complex calendars, coordinating meetings, and arranging travel.
• Advanced knowledge of Google Workspace, including Gmail and Google Calendar.
• Ability to work independently, exercise sound judgment, and make confident decisions.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality when handling sensitive information.
• Ability to interact effectively with executives, employees, customers, and external stakeholders.
• Proactive, adaptable, resourceful, and comfortable responding quickly to urgent requests.

Preferred Qualifications

• Experience using AI tools to improve productivity and streamline administrative tasks.
• Previous event planning or meeting coordination experience.
• Advanced Google Workspace knowledge, including calendar and email shortcuts.
• Service-oriented mindset with a strong interest in supporting executive leadership.

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.