Now Hiring: Executive Administrative Coordinator

We are seeking a highly organized and detail-oriented Executive Administrative Coordinator to provide high-level support to senior leadership, including the CEO, President, Vice President, and CFO. This is a dynamic role ideal for someone who thrives in a fast-paced environment and enjoys balancing administrative support with project coordination and communications.

Position Overview

In this role, you will manage executive administrative functions, coordinate proposals and compliance processes, support Board of Trustees activities, and assist with communications such as newsletters and website updates. This position plays a critical role in ensuring smooth operations across multiple departments and client services.

Key Responsibilities

Executive Support

Provide administrative support to the CEO, President, Vice President, and CFO

Manage calendars, documents, and general administrative needs

Proposals & Reporting

Prepare new business and renewal proposals, benefit comparisons, and quotes

Maintain and update proposal tracking reports

Compliance & Documentation

Manage Compliance Testing processes and maintain historical records

Coordinate with legal counsel regarding outstanding items

Communications & Notifications

Coordinate distribution of plan participant notifications (benefit changes, annual notices, Medicare Part D, WHCRA, etc.)

Assist with company-wide communications and mailings

Board & Financial Coordination

Support Board of Trustees meetings and prepare electronic meeting materials

Distribute financial statements and meeting minutes

Digital & Marketing Support

Maintain client websites and assist with updates

Develop and distribute quarterly e-newsletters

Administrative & Project Support

Maintain Trust Fund correspondence and documentation

Assist with special projects and cross-functional support as needed

Qualifications

Associate’s or Bachelor’s degree required

3–5 years of executive-level administrative experience

Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

Experience with Adobe Acrobat Pro, WordPress, Constant Contact, and file-sharing platforms (Box/Dropbox)

Strong database management experience

Excellent written and verbal communication skills

Exceptional attention to detail and ability to produce error-free work

Strong organizational, analytical, and problem-solving skills

Ability to multitask and meet tight deadlines in a fast-paced environment

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.