Executive Assistant

AppleOne Employment Services; Santa Clara (CA); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

Major medical benefits

Dental benefits

Vision benefits

401k

Paid time off

Job summary

AppleOne Employment Services is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO, CFO, and Executive Leadership Team in Santa Clara, CA. The role involves managing executive calendars, coordinating meetings and travel, and serving as the primary liaison to the Board of Directors and committees.

We value discretion, strong communication, and the ability to handle confidential information with professionalism.

Qualifications

• 6 to 10 years of experience in executive support, senior administrative roles, or closely related work.
• Experience supporting CEO/CFO and senior leadership teams in fast-paced environments.
• Strong written and verbal communication with a high level of discretion.

Responsibilities

• Provide high-level administrative support to the CEO and CFO, including calendar management and meeting coordination.
• Manage complex executive calendars with frequent schedule changes and travel logistics.
• Coordinate Board meetings, materials, attendance, and logistics.
• Track follow-up items, confidential documents, expenses, and invoices.
• Support executive-level candidate scheduling and corporate card reconciliation.

Skills

Executive support

Calendar management

Meeting logistics

Board liaison

Confidential documents

Expense coordination

Professional communication

Discretion

Tools

Microsoft 365

Zoom/Video conferencing

Job description

Job Summary

We are seeking an experienced Executive Assistant for a direct hire opportunity with a mission-driven nonprofit charitable organization in Santa Clara, CA. This role provides high-level executive support to the CEO, CFO, and members of the Executive Leadership Team, with regular interaction across senior leaders, Board members, donors, external partners, vendors, and internal staff. The Executive Assistant will play a key role in keeping leadership organized, informed, and focused on strategic priorities. This is an excellent opportunity for a highly organized, proactive, and discreet administrative professional who enjoys supporting executive decision-makers in a collaborative, purpose-driven environment. The role offers visibility, meaningful work, and the chance to contribute to an organization focused on community impact, strong leadership, and professional teamwork.

Key Responsibilities

• Provide high-level administrative support to the CEO and CFO, including calendar management, meeting coordination, correspondence, document preparation, and follow-up tracking.
• Manage complex executive calendars involving internal and external meetings, travel time, protected work time, competing priorities, and frequent schedule changes.
• Coordinate executive meetings, site visits, interviews, meals, conferences, travel, external engagements, and related logistics.
• Serve as the primary administrative liaison to the Board of Directors and Board committees, including scheduling, materials, attendance, virtual access, and meeting logistics.
• Track executive action items, commitments, requests, agreements, signatures, and confidential files to ensure timely completion and accurate recordkeeping.
• Support executive expenses, corporate card reconciliation, invoice coordination, payment requests, and executive-level candidate interview scheduling.

Compensation and Benefits

• Salary range: $75,000 to $90,000 per year.
• Job type: Direct hire.
• Location: Santa Clara, CA.

Required Qualifications and Skills

• Provide executive administrative support to the CEO, CFO, and senior leadership team.
• Manage complex executive calendars, meeting logistics, travel coordination, and shifting priorities.
• Coordinate Board of Directors and committee meetings, materials, calendars, and communications.
• Track follow-up items, confidential documents, expenses, invoices, and executive correspondence.
• 6 to 10 years of experience in executive support, senior administrative support, or a closely related role.
• Strong calendar management skills with the ability to balance competing priorities and frequent schedule changes.
• Excellent written and verbal communication skills with a professional, polished communication style.
• High level of discretion, confidentiality, sound judgment, and professionalism.
• Strong attention to detail, organization, follow-through, and ability to work independently.
• Experience interacting with senior executives, Board members, external partners, donors, vendors, and cross-functional teams.
• Ability to coordinate meetings, travel, events, interviews, documents, signatures, expenses, and administrative workflows.
• Proficiency with common business productivity tools, virtual meeting platforms, email, calendars, documents, and expense coordination processes.

Preferred Qualifications

• Experience supporting C-level executives in a nonprofit, charitable, mission-driven, or community-focused organization.
• Experience serving as an administrative liaison to a Board of Directors or Board committees.
• Familiarity with governance calendars, Board meeting logistics, committee coordination, and confidential executive records.
• Experience coordinating executive search interviews, onboarding activities, donor meetings, or external stakeholder engagements.

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.