Overview
Administrative Assistant Jobs in Irvine, CA at Charles Tozzer DDS, Sleep Apnea Centers of California
The Human Resources (HR)/Administrative Assistant is the heartbeat of the office, keeping our workplace organized, well-stocked, safe, and welcoming. This role provides essential front desk coverage and supports a variety of HR and administrative functions. The ideal candidate is proactive, detail-oriented, and able to handle sensitive information with discretion.
This position is a 5-day onsite role.
Essential duties and responsibilities include, but are not limited to, the following:
Human Resources Support:
Assist with recruiting, maintain accurate personnel and training records, and respond to employee inquiries promptly and professionally.
Support pre-employment checks, new hire onboarding and orientation, and assist with offboarding to ensure a smooth transition for departing employees.
Help prepare and issue credentialing letters to Field employees.
Plan and coordinate office events that reflect the company values and foster connection and engagement.
Maintain compliance with labor laws by updating and monitoring labor law posters.
Oversee employee information and make updates within HR database.
Support our upcoming office relocation as needed.
Assist in HR project or audit and prepare reports as needed.
Handle details that may be confidential.
Administrative/Office Support:
Provide comprehensive office support, including maintaining office supplies, snacks, beverages, and equipment.
Manage mail, schedule meetings/appointments, and ensure all shared spaces such as conference rooms, kitchen, and lobby are tidy and fully functional.
Manage weekly meal deliveries as well as placing meal orders and making restaurant reservations for business meetings and events as needed.
Support employees with trip logistics by booking hotels, flights, cars, and itineraries as needed.
Take lead on company events by coordinating logistics, catering, set up, and tear-down.
Handle administrative tasks such as filing, scanning, and document preparation.
Contribute internal process improvements and help maintain an efficient and positive work environment.
Act as the point of contact for all office-related needs.
Ensure health and safety procedures are always in compliance and a priority.
Front Desk Coverage and Management:
Serve as the first point of contact for visitors, managing visitor access and security procedures while ensuring a positive, professional, and welcoming office environment.
Manage incoming inquiries, answer phone calls, and maintain smooth, efficient operations at the front desk.
Education and Required Experience:
High school diploma or equivalent. Bachelor’s degree preferred.
Minimum 1 year in an office management or HR/administrative role is required; prior event coordination preferred.
Knowledge, Skills, and Abilities:
Strong organizational skill and attention to detail.
Excellent written, verbal, and listening skills with the ability to interact at all levels.
Proficient in Microsoft Office (Word, PowerPoint, and Excel), Outlook, and Teams.
Comfortable being the face of the office as you will be the first-person visitors see when they arrive.
Must be able to maintain confidentiality and manage sensitive information with discretion.
Independent problem-solver with strong prioritization and time-management skills.
Ability to adapt to change and manage multiple projects simultaneously.
A hands-on, can-do attitude, and have a passion for building great cultures and employee experiences.
Collaborative and thrive in a team environment.
Physical Requirements:
Ability to travel occasionally, up to 5%, for tasks such as purchasing office supplies, picking up meal orders, visiting business service centers (e.g., post office or shipping services), or assisting with offsite events.
Required to stand, walk and sit; talk or hear; use hands to finger, handle or feel objects or controls; reach with hands and arms. Required to stoop, kneel, bend, crouch and lift up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
Subject to extended periods of sitting and/or standing, vision to monitor, and moderate noise levels.
EBR Systems, Inc. is an Equal Opportunity Employer committed to a diverse, inclusive, and equitable workplace.
Salary Range:
$65,600 – $84,400*
Base pay is one part of your total compensation. The salary offered will depend on several factors, including, but not limited to your experience, knowledge, skills, location, internal equity, and market alignment. Addition compensation may include bonuses and equity, along with a comprehensive benefits package.
EBR Systems, Inc. is an Equal Opportunity Employer committed to a diverse, inclusive, and equitable workplace.
EBR Systems, Inc. does not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services. Please refrain from solicitations at this time.
About the Company:
What if your work doesn’t just support innovation—what if it changes lives? At EBR Systems, Inc., we are not imagining that future—we are building it. We are the team behind the world’s first FDA approved, leadless left ventricular endocardial pacing device for heart failure. It’s a breakthrough redefining what’s possible in heart care, and it’s just the beginning!
We don’t just create game-changing medical devices—we grow people. Patients come first in everything we do. You will be empowered to solve real problems and to do meaningful work that truly makes a difference. If you are driven by purpose, excited by challenge, and ready to shape the future of cardiac technology, we want to hear from you. Visit us at https://www.ebrsystemsinc.com/ to learn more—and join us in our work Empowering Physicians, Powering Hearts.
EBR Systems offers a great place to work as well as generous benefits and growth opportunities:
Medical, dental, and vision insurance provided at no cost for employee-only coverage
401(k) matching plan
Paid Time Off – starting at 3 weeks per year
Competitive salary with opportunities for career growth
Employee stock options
Life & AD&D and long term disability insurance
Education assistance
Voluntary commuter benefits and pet insurance
Weekly company lunches and occasional happy hour events
Meaningful work and much more!
This is a unique opportunity to shape the future of a first-in-class therapy and help lead EBR Systems, Inc. through its most exciting phase yet. If you’re ready to step into a high-impact role at the center of regulatory, operations, and commercial execution—we want to hear from you.
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Title: Administrative Assistant
Company: Charles Tozzer DDS, Sleep Apnea Centers of California
Location: Irvine, CA
