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.
Key Responsibilities
Executive Support
Provide direct administrative support to multiple executives, including calendar management, meeting coordination, and travel arrangementsPrepare executive-level reports, presentations, and correspondenceManage incoming communications and prioritize responses appropriatelyMaintain strict confidentiality of sensitive business informationOrganize executive documents, files, and internal recordsSales Department Support
Assist in preparing sales presentations, proposals, and client documentationMaintain CRM records and ensure data accuracyTrack sales metrics and generate performance reportsCoordinate client meetings, follow-ups, and documentationSupport contract preparation and sales administration tasksMarketing Department Support
Create and edit marketing materials and branded presentations using CanvaDraft and schedule social media posts across platformsAssist with campaign coordination and marketing reportingMaintain organized digital marketing assets and content librariesSupport email communications and content updatesAdministrative & Operational Support
Maintained and organized communications between clients, onboarding, and the support teamHelp with the overall implementation process and documentationDraft, edit, and proofread internal and external communicationsCoordinate cross-department meetings and track action itemsLight accounting- Invoicing and billsAssist with research, reporting, and process documentationSupport special projects and company-wide initiativesQualifications
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 materialsFamiliarity with social media platforms and content postingStrong written and verbal communication skillsExceptional attention to detail and organizational abilityHigh level of professionalism, discretion, and confidentialitySelf-motivated, dependable, and solutions-orientedFamiliarity 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 executivesExposure to sales or marketing operationsStrong reporting and data organization skillsKnowledge of QuickBooks and some understanding of accountingExpert in Excel and all MS SuiteFamiliar with AI toolsAbility to work independently while collaborating across teamsBenefits and amenities:
Our office location offers a variety of amenities to help you stay well and enjoy your workplace.
On-site Yoga StudioFull-service Gym with Shower FacilitiesWellness RoomOn-Site CaféUnwind and play a game of corn hole and enjoy the regulation-size Bocce ball court and putting greenGame Room & LoungeEV charging station on sitePaid time offHealth InsuranceDental/VisionCompany DescriptionMy 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.Company DescriptionMy 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. Read LessIN OFFICE PART-TIME
We are seeking an experienced Web Design & SEO Specialist to support the optimization, performance, and visibility of our digital presence. This role requires a strong background in WordPress, B2B SEO, and digital marketing, along with a deep understanding of Google ranking factors and emerging LLM-driven search authority. The ideal candidate is both technically skilled and strategically minded, with a proven track record of driving measurable results.
Key Responsibilities
Design, maintain, and optimize WordPress websites for performance, usability, and conversionImplement advanced on-page, off-page, and technical SEO strategies focused on B2B audiencesOptimize site architecture, metadata, internal linking, and content to improve Google rankingsImprove Core Web Vitals, page speed, security, and mobile responsiveness within WordPressConduct B2B-focused keyword research, competitor analysis, and content gap analysisCreate and optimize content and site structure for traditional search engines and LLM-based search experiences (AI search, answer engines, semantic authority)Collaborate with marketing and content teams to align SEO with broader B2B marketing initiativesMonitor, analyze, and report on performance using Google Analytics, Google Search Console, and SEO platformsStay current with SEO algorithm updates, WordPress best practices, and AI-driven search trendsCreate and optimize graphics and video contentRequired Qualifications
Minimum 5 years of hands-on experience with WordPress development and optimizationMinimum 5 years of experience in B2B SEO and digital marketingStrong understanding of Google ranking factors, technical SEO, and content optimizationProven experience driving organic growth for B2B websitesProficiency with Adobe Creative Suite - Illustrator, InDesign, and Photoshop requiredExtensive knowledge of MailChimp, WordPress, and Google Analytics requiredExperience optimizing for semantic search, entity authority, and LLM/AI-driven search visibilityProficiency with SEO tools such as Ahrefs, SEMrush, Screaming Frog, or similarSolid understanding of UX/UI principles and conversion optimizationAbility to work independently, manage priorities, and meet deadlinesExcellent written and verbal communication skillsCollaborative and team-oriented with strong communication, organizational, and follow-up skillsEnthusiastic self-starter with strong work ethic, ability to manage own time and multi-task with easeCompany DescriptionMy 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.Company DescriptionMy 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. Read Less