Administrative Assistant

Company Description The Genesis Group | Egg Donation & Surrogacy Agency is a full-service organization supporting Intended Parents, Surrogates, and Egg Donors throughout the in vitro fertilization (IVF) process. The agency specializes in hard-to-find egg donors and works with clients from diverse backgrounds. The team is deeply aware of the logistical complexity and emotional challenges involved and is committed to providing compassionate, organized support. The Genesis Group coordinates in-state, out-of-state, and international egg donor and surrogate cycles to help make the journey to parenthood as smooth as possible.

Role Description The Administrative Assistant is a full-time, on-site role based in Pasadena, CA. This position supports the daily operations of the agency by handling front-office responsibilities, answering and directing phone calls, managing emails, and greeting visitors. The Administrative Assistant will maintain records and databases, prepare and organize documents, schedule appointments and meetings, and assist with coordination of client communications. The role includes providing administrative support to leadership, tracking follow-up tasks, and ensuring a professional, confidential, and organized environment. The ideal candidate will work closely with team members to ensure clients experience clear communication and timely support throughout their journey.

Qualifications

• Strong administrative assistance and clerical skills, including filing, data entry, and document management.
• Professional phone etiquette and clear, empathetic communication skills for interacting with clients and partners.
• Experience providing executive administrative assistance, including calendar management, meeting coordination, and follow-up tracking.
• Proficiency with office software (e.g., Microsoft Office or Google Workspace) and comfort learning new systems.
• High level of organization, attention to detail, and ability to manage multiple tasks and priorities in a fast-paced environment.
• Commitment to confidentiality and sensitivity when handling personal and medical information.
• Prior experience in healthcare, fertility, or family services environments is a plus.
• High school diploma or equivalent required; additional education or training in office administration is beneficial.