Administrative Assistant

ACME; Pasadena (CA); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401K retirement plan

Health, vision, and dental insurance

Two weeks paid vacation and six sick…

Friendly office environment

Job summary

ACME in Pasadena is seeking an Administrative Assistant to be the friendly first contact for applicants to our egg donation and surrogacy programs. You will conduct initial screenings, verify qualifications, and hand off approved candidates to a Case Coordinator for next steps.

This role emphasizes warmth, discretion, and professional communication. Training will cover our policies, procedures, and confidential handling, with a supportive team eager to help you succeed.

Qualifications

• Ideal candidates will have strong communication and problem-solving skills.
• Professional demeanor and excellent phone etiquette.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Reliability, punctuality, and the ability to work independently.
• Reliable transportation.

Responsibilities

• Coordinate initial screening interviews with applicants.
• Assess qualifications to join the program and explain next steps.
• Serve as the first point of contact for applicants via phone and email.
• Ensure confidentiality in handling sensitive information.
• Guide applicants through the early stage of their journey with care.

Skills

Strong communication

Problem-solving

Phone etiquette

Independent work

Reliability

Tools

Microsoft Office

Job description

Highly reputable Egg Donation and Surrogacy Agency based in Pasadena has an immediate opening for an Administrative Assistant.

Our mission is to guide Intended Parents, egg donors, sperm donors, and surrogates through one of the most meaningful journeys in life: building families. We know firsthand how much courage it takes to hope again after every setback, and we never give up on the people who trust us with their dream of a family. That dedication is why we come to work each day.

This is one of the most important roles at our agency. Our Admin Assistants are one of the first team members to connect with the egg donors, sperm donors, and surrogates who apply to our program. You will often be the welcoming voice on the other end of that first conversation, conducting initial interviews to understand each applicant and confirm they meet the qualifications to join our program. Once an applicant successfully completes this preliminary screening, you will hand them off to a Case Coordinator, who guides them through the next steps of their journey with us.

This is a role where warmth and judgment matter in equal measure. Every applicant you speak with is a real person hoping to help build a family, and how you treat them sets the tone for their entire experience with our agency.

Your first 90 days will be an introductory training period, during which we will teach you our policies and procedures from the ground up.

Your role may require you to conduct an initial screening interview to get to know each applicant and confirm they meet our program's qualifications.

You will guide applicants warmly through the earliest stage of their journey and answer their questions with care.

You will handle related administrative tasks with accuracy and discretion, always protecting highly confidential information.

This role is open to anyone passionate about our industry and our mission. No prior recruitment, sales, or industry experience is necessary — we will teach you everything you need to know. Relevant experience is a welcome plus, but it is never a requirement.

Ideal candidates will have:

• Strong communication and problem-solving skills.
• A professional demeanor and excellent phone etiquette.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Reliability, punctuality, and the ability to work independently.
• Reliable transportation.

We are offering a meaningful career at the heart of helping people build their families. We will provide hands-on training — we teach you everything you need to succeed. And we offer competitive compensation and benefits, including:

• 401K retirement plan
• Health, vision, and dental insurance
• Two weeks of paid vacation and six sick days annually
• A warm, friendly office environment.

We are proud to be an Equal Opportunity Employer.