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Administrative Assistant
COPE Health SolutionsLos Angeles, United Statesfull_timeVerifiedPosted 15 Aug 2025
About the role
The Administrative Assistant is a hybrid role responsible for ensuring the efficient daily operations of our Los Angeles corporate office while also supporting the end-to-end recruitment and onboarding process for new employees. This role balances hospitality, logistics, and administrative functions with hands-on recruiting support, making it essential to both the employee experience and company culture. FLSA StatusExemptSalary Range$23.00-$27.00Reports ToRecruiter Direct ReportsN/ALocationOnsite (Monday- Friday)TravelNoneWork TypeRegularScheduleFull TimePosition Description:Office Coordination – LA Corporate Office
- Open the LA office daily and maintain readiness for staff and visitors
- Maintain daily refreshments, including brewing morning coffee
- Manage office supply orders (via Amazon, 2x per month) and maintain supply inventory
- Keep office merchandise inventory organized and up to date
- Ensure cleanliness and functionality of common areas and workstations
- Manage parking validations and office security badge requests
- Submit badge requests via Prism for LA Corporate Office employees
- Print and issue badges for other CA offices using in-house equipment
- Assign and prepare workstations/offices for new employees:
- Update global office floor plan
- Coordinate catering for ECM, PE, and other departments as needed
- Support event catering logistics with Katie Olsovsky for E-Team/Principal meetings
- Manage monthly birthday celebrations:
- Post birthday list on the refrigerator
- Order cake or cupcakes for the team
- Conduct office safety tours for new LA Corporate Office employees
- Coordinate welcome sends through Pinnacle:
- Prepare and ship onboarding boxes
- Order and distribute Nike Dry-Fit shirts for ECM employees
- Assist in all phases of the recruitment process with special attention to:
- Scheduling, communicating, and working with candidates and interviewers to schedule employment interviews and case studies
- Facilitate interview days when candidates are interviewing at our corporate offices (currently remote)
- Posting of positions and identifying posting opportunities
- Assisting in reviewing and prescreening resumes
- Tracking candidates and positions through appropriate HRIS databases
- Tracking and reporting candidate application status, hiring metrics, and recruiting activity in a timely and efficient manner
- Distributing recruiting and interview materials to employees and managers
- Drafting and sending offer letters
- Assist in all phases of the new hire onboarding process, including sending new hire onboarding documents, welcome communication,s and facilitating in-person or remote training days
- Maintain employee records, including personnel files and electronic HRIS records
- Analyze and help document current processes, identify improvement opportunities, develop new processes and execute recommendations
- Carry out other duties, tasks, and projects as assigned
- Proven ability to manage multiple tasks and deadlines in a fast-paced environment
- Excellent communication and interpersonal skills
- Strong organizational and project coordination abilities
- Familiarity with recruiting platforms, HRIS systems, and tools like Prism and Pinnacle
- Professionalism, discretion, and a service-oriented mindset
- Prior experience in administrative, office management, or recruiting roles preferred
- B.A, B.S. Preferred
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