Administrative Assistant, Talent Acquisition

We're officially moving into our new HQ in Beverly Hills (August 2026)

9242 Beverly Blvd, Beverly Hills, CA 90210

Key Responsibilities

The Administrative Assistant – Talent Acquisition & HR Support provides day-to-day administrative and coordination support to the Talent Acquisition team, with additional responsibilities spanning general HR generalist functions. This role is the operational backbone of the recruiting process — managing requisitions, interview logistics, candidate communications, and applicant tracking system (ATS) hygiene — while also supporting onboarding, employee records, and ad hoc HR projects across FAM Brands. The ideal candidate is highly organized, discreet with confidential information, and comfortable operating in a fast-paced, multi-brand apparel environment.

TALENT ACQUISITION & RECRUITING SUPPORT

• Manage requisition intake, job posting creation, and distribution across internal career sites, external job boards, and university/campus recruiting portals.

• Maintain and update the Applicant Tracking System (ATS), ensuring candidate records, requisition statuses, and pipeline stages are accurate and current.

• Screen incoming applications for basic qualification alignment and route qualified candidates to recruiters and hiring managers.

• Draft and send candidate correspondence, including interview confirmations, status updates, offer letter templates, and rejection communications.

• Support recruiters with sourcing tasks such as InMail outreach, resume database searches, and building candidate longlists.

• Assist with coordination of campus recruiting events, career fairs, and information sessions and swag/branded merchandise coordination.

CANDIDATE COORDINATION & EXPERIENCE

• Schedule and coordinate phone, virtual, and onsite interviews across multiple hiring teams and time zones, ensuring accuracy of calendars and conference room/video logistics.

• Serve as a primary point of contact for candidates throughout the interview process, delivering a professional and welcoming candidate experience.

• Host and greet candidates onsite; coordinate travel, parking, and hospitality needs for in-person interviews as applicable.

• Collect and organize interviewer feedback and coordinate debrief scheduling to keep hiring decisions on track.

• Track and follow up on outstanding action items (feedback forms, reference checks, background checks) to prevent delays in the hiring process.

HR GENERALIST & ADMINISTRATIVE SUPPORT

• Support new hire onboarding, including offer letter preparation, background/reference check initiation, I-9/E-Verify coordination, and first-day logistics.

SYSTEMS, DATA & COMPLIANCE MANAGEMENT

• Maintain accurate, well-organized recruiting and HR data across ATS, HRIS, and shared drives/SharePoint folders.

• Generate recruiting metrics and reporting (time-to-fill, requisition aging, source-of-hire) for HR leadership review.

• Maintain confidentiality of sensitive candidate, employee, and compensation information at all times.

CROSS-FUNCTIONAL COLLABORATION & SPECIAL PROJECTS

• Partner with recruiters, HR Business Partners, hiring managers, and department leaders to ensure a coordinated and consistent hiring process.

• Collaborate with Marketing/Design on recruiting collateral, employer branding materials, and campus recruiting swag proposals.

• Support special projects such as job description development, compensation benchmarking workbooks, and process improvement initiatives.

• Assist with vendor coordination for staffing agencies, background check providers, and recruiting event vendors.

• Perform other duties as assigned to support the Talent Acquisition and broader HR function.

QUALIFICATIONS

• High school diploma or GED required; Associate's or Bachelor's degree in Human Resources, Business Administration, or related field preferred.

• 1–3 years of administrative experience, preferably supporting a recruiting, talent acquisition, or HR function; apparel, retail, or corporate environment experience a plus.

ABOUT YOU:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with ATS/HRIS platforms.

• Excellent verbal and written communication skills with strong attention to detail.

• Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.

• Discretion and sound judgment when handling confidential candidate and employee information.