Administrative Assistant (Part-Time)

We are seeking a dynamic and highly organized Administrative Assistant to join our team. In this vital role, you will provide comprehensive administrative support to senior executives, ensuring smooth daily operations and efficient project execution. Your proactive approach, exceptional organizational skills, and ability to manage multiple priorities will help drive our organizational success. This position offers an exciting opportunity to be at the heart of our leadership team, facilitating communication, coordinating projects, and managing essential office functions with enthusiasm and professionalism.

In-Office, Part-Time Role (No Remote)

Key Responsibilities

Executive Support

• Provide direct administrative support to multiple executives, including calendar management, meeting coordination, and travel arrangements
• Prepare executive-level reports, presentations, and correspondence
• Manage incoming communications and prioritize responses appropriately
• Maintain strict confidentiality of sensitive business information
• Organize executive documents, files, and internal records

Sales Department Support

• Assist in preparing sales presentations, proposals, and client documentation
• Maintain CRM records and ensure data accuracy
• Track sales metrics and generate performance reports
• Coordinate client meetings, follow-ups, and documentation
• Support contract preparation and sales administration tasks

Marketing Department Support

• Create and edit marketing materials and branded presentations using Canva
• Draft and schedule social media posts across platforms
• Assist with campaign coordination and marketing reporting
• Maintain organized digital marketing assets and content libraries
• Support email communications and content updates

Administrative & Operational Support

• Maintained and organized communications between clients, onboarding, and the support team
• Help with the overall implementation process and documentation
• Draft, edit, and proofread internal and external communications
• Coordinate cross-department meetings and track action items
• Light accounting- Invoicing and bills
• Assist with research, reporting, and process documentation
• Support special projects and company-wide initiatives

Qualifications

• 3-5 years of proven experience in executive administrative support or office management roles with strong organizational skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience using Canva for presentations and marketing materials
• Familiarity with social media platforms and content posting
• Strong written and verbal communication skills
• Exceptional attention to detail and organizational ability
• High level of professionalism, discretion, and confidentiality
• Self-motivated, dependable, and solutions-oriented
• Familiarity with QuickBooks for bookkeeping tasks; experience with basic financial record keeping is a plus.
• Ability to manage multiple projects simultaneously while maintaining attention to detail under tight deadlines.

Preferred Attributes

• Experience supporting multiple executives
• Exposure to sales or marketing operations
• Strong reporting and data organization skills
• Knowledge of QuickBooks and some understanding of accounting
• Expert in Excel and all MS Suite
• Familiar with AI tools
• Ability to work independently while collaborating across teams

Benefits and amenities:

Our office location offers a variety of amenities to help you stay well and enjoy your workplace.

• On-site Yoga Studio
• Full-service Gym with Shower Facilities
• Wellness Room
• On-Site Café
• Unwind and play a game of corn hole and enjoy the regulation-size Bocce ball court and putting green
• Game Room & Lounge
• EV charging station on site
• Paid time off
• Health Insurance
• Dental/Vision

My Office Apps Inc. (MOA) is a leading software provider based in Irvine, California. We specialize in designing and developing efficient and cost-effective cloud-based ERP software solutions. Our mission is to empower businesses with innovative tools that enhance productivity and streamline operations.