Executive Assistant - Part-time

AppleOne Employment Services; Irvine (CA); On-site; USD 31,000 - 44,000; Part time

Job summary

AppleOne partnered with a nonprofit in Irvine to recruit an organized Executive Assistant for part-time executive support to the CEO and leadership team. The role focuses on calendar management, board administration, donor stewardship, and cross-functional coordination in a mission-driven environment.

The position is temp-to-hire, offering 25–30 hours weekly initially, with potential extension up to 38 hours after 90 days or upon hire. Strong discretion and professionalism are essential.

Qualifications

• 3+ years of administrative or executive support experience.
• Experience supporting CEO and leadership teams preferred.
• Experience with board administration and minutes is a plus.

Responsibilities

• Provide direct administrative support to the CEO and leadership team, including calendar management and travel coordination.
• Coordinate board and committee meetings, agendas, packets, minutes, and records.
• Support donor stewardship and development activities, including event coordination.
• Provide HR support such as onboarding logistics, invoicing support, and expense reimbursements.
• Facilitate internal communications and cross-functional collaboration to keep leadership aligned.

Skills

Executive support

Calendar management

Meetings coordination

Cross-functional teamwork

Discretion & confidentiality

Written/verbal communication

Donor stewardship

Project coordination

HR coordination

Education

Bachelor’s degree or equivalent

Tools

SharePoint

Job description

AppleOne has partnered with a nonprofit organization in Irvine seeking a highly organized and proactive Executive Assistant to provide part-time executive support to the CEO and leadership team. This temp-to-hire opportunity is ideal for an administrative professional who enjoys supporting mission-driven work, managing confidential information, and helping leadership stay organized, prepared, and focused. The Executive Assistant will play a key role in supporting executive scheduling, board administration, internal communications, meeting coordination, donor stewardship activities, and cross-functional administrative needs. This position offers the opportunity to work closely with supportive leadership in a collaborative, values-based environment where professionalism, compassion, discretion, and teamwork are highly valued. This is a strong fit for someone who takes initiative, anticipates needs, brings structure to moving priorities, and enjoys contributing to a positive workplace culture within a nonprofit setting.

Key Responsibilities

• Provide direct administrative support to the CEO, including calendar management, meeting scheduling, travel coordination, document preparation, correspondence, and follow-up tracking.
• Support the executive leadership team with scheduling, project coordination, internal documents, meeting logistics, and strategic initiative support.
• Coordinate board and committee meetings, including agendas, meeting packets, minutes, rosters, attendance, follow-up actions, orientations, and board records.
• Assist with donor stewardship and development-related activities, including event coordination, communication tracking, and preparation of materials.
• Provide administrative and HR support, including mail handling, shared inbox support, staff directories, interview scheduling, onboarding logistics, invoice support, reimbursements, and credit card reconciliation.
• Help coordinate employee engagement activities such as staff meetings, retreats, appreciation events, wellness initiatives, surveys, and culture-building efforts.

Compensation and Benefits

• Pay rate: $27.00 per hour.
• Job type: Temp-to-hire.
• Schedule: Ideally 25 to 30 hours per week during the first 90 days, with the mutual option to extend up to 38 hours per week after 90 days or upon hire.
• Classification: Non-exempt.
• Location: Irvine, CA.

Required Qualifications and Skills

• Provide executive-level administrative support to the CEO and leadership team.
• Coordinate board administration, meeting logistics, agendas, packets, minutes, records, and follow-up actions.
• Support administrative, HR, finance, donor stewardship, and employee engagement activities.
• Manage calendars, documents, communications, deadlines, and cross-functional priorities.
• Minimum of 3 years of administrative, executive support, or related experience.
• Strong calendar management, scheduling, meeting coordination, document preparation, and follow-up skills.
• Ability to handle confidential leadership, board, client, employee, donor, and organizational information with discretion and integrity.
• Excellent written and verbal communication skills with a professional, warm, and service-oriented approach.
• Strong organizational skills with the ability to manage competing priorities, deadlines, logistics, and multiple moving pieces.
• Proficiency with standard office technology and digital file management tools.
• Ability to work collaboratively with leadership, staff, board members, external partners, HR, Finance, Development, and program teams.
• High attention to detail, sound judgment, reliability, and a proactive approach to problem-solving.
• Commitment to supporting mission-driven work and contributing to a positive, inclusive workplace culture.

Preferred Qualifications

• Bachelor’s degree or equivalent education and experience preferred.
• Nonprofit experience preferred.
• Experience supporting a CEO, executive director, senior leadership team, or board of directors preferred.
• Experience with SharePoint or similar document management systems preferred.
• Experience supporting donor stewardship, development events, employee engagement activities, or HR coordination preferred.

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.

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.