Executive Assistant & Office Manager

AppleOne Employment Services; Huntington Beach (CA); On-site; USD 41,000 - 58,000; Full time

Job summary

AppleOne Employment Services in Huntington Beach, CA seeks an Executive Assistant & Office Manager to provide high-level administrative support to executive leadership while keeping daily office operations running smoothly. This role offers exposure to leadership, calendar management, HR activities, vendor coordination, and involvement in special projects that move the business forward.

The ideal candidate is proactive, discrete, and organized, with strong communication and problem-solving

Qualifications

• 3+ years of executive support or office management experience.
• Proficiency with MS Office and ERP systems.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication, with discretion.
• Ability to handle confidential information professionally.
• Capable of coordinating across departments and supporting HR tasks.

Responsibilities

• Manage executive calendars, meetings, and presentations.
• Oversee daily office operations and vendor relations.
• Serve as liaison between executives, staff, vendors, and partners.
• Support HR tasks including interviewing scheduling and onboarding.
• Process invoices and track office expenses.
• Coordinate special projects and track timelines.

Skills

Executive support

Office management

Administrative operations

HR coordination

Communication skills

Time management

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

QuickBooks

Fishbowl ERP

Job description

Job Summary

A growing organization in Huntington Beach, CA is seeking an Executive Assistant & Office Manager to provide high-level administrative support to executive leadership while keeping daily office operations running smoothly. This direct hire opportunity is ideal for a polished, proactive administrative professional who enjoys being a trusted resource, solving problems, coordinating across departments, and supporting both people and business operations.

The Executive Assistant & Office Manager will work closely with leadership, including managing the CEO\'s calendar, coordinating meetings, supporting HR activities, assisting with vendor and office needs, and helping move special projects forward. This role offers strong visibility within the organization, a collaborative team environment, and the opportunity to contribute directly to operational efficiency, employee support, and leadership success.

This is a great fit for someone who values supportive leadership, positive teamwork, professional growth, and a stable office environment where organization, discretion, and initiative are recognized and appreciated.

Key Responsibilities

• Manage executive calendars, appointments, meeting schedules, agendas, correspondence, presentations, reports, and related business documents.
• Oversee daily office operations, including supplies, equipment, vendor relationships, facility needs, maintenance coordination, and workplace organization.
• Serve as a professional liaison between executives, employees, candidates, vendors, and external partners.
• Support HR-related activities, including interview scheduling, candidate communications, onboarding, offboarding, employee events, training coordination, and benefits communications.
• Assist with invoice processing, office expense tracking, administrative procedures, office policies, and operational systems.
• Coordinate special projects, track timelines and deliverables, conduct research, prepare reports, and support company meetings and strategic initiatives.

Compensation and Benefits

• Direct hire opportunity.
• Compensation: $30 to $42 per hour.
• Location: Huntington Beach, CA.

Required Qualifications and Skills

• Manage executive support functions, including calendars, meetings, travel-related coordination, communications, and leadership documentation.
• Oversee office management responsibilities, including vendors, supplies, facilities, procedures, and administrative systems.
• Support HR coordination, employee communications, onboarding, offboarding, and engagement initiatives.
• Coordinate special projects, track deliverables, prepare reports, and collaborate across departments.
• 3+ years of experience in executive support, office management, administrative operations, or a related administrative role.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with QuickBooks and Fishbowl or another ERP system.
• Strong organizational, time management, prioritization, and multitasking skills.
• Excellent verbal and written communication skills with a professional and service-oriented approach.
• Ability to handle confidential information with discretion, sound judgment, and professionalism.
• Strong problem-solving skills, attention to detail, adaptability, and follow-through.
• Ability to manage multiple priorities in a fast-paced office environment while maintaining accuracy and responsiveness.

Preferred Qualifications

• Experience supporting C-level executives or senior leadership.
• Experience assisting with HR administration, recruiting coordination, employee events, or benefits-related communications.
• Experience coordinating vendors, facilities, office procedures, and cross-functional projects.
• Prior experience in a role combining executive support, office management, and project coordination.

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.