Location: Annapolis, MD (Hybrid)
Position Type: Full-Time
Hybrid: combination of in-office and remote work
Occasional flexibility required for events or time-sensitive assignments
About Us / Why Join
Fairfax Surrogacy is a full-service surrogacy agency helping intended parents worldwide build their families through gestational surrogacy. Fairfax Surrogacy is part of the Genetics & IVF Institute (“GIVF”) organization, a pioneer in assisted reproduction since 1984, and is affiliated with Fairfax EggBank and Fairfax Cryobank, both leaders in third-party reproduction.
At Fairfax Surrogacy, our mission is to provide education, advocacy, and compassionate support while maintaining the highest standards of credibility, transparency, diversity, and care for both intended parents and gestational surrogates.
This is a unique opportunity to start your career in a fast-growing, specialized industry. You’ll gain hands-on experience in administrative, operational, and marketing tasks, learn from experienced professionals, and develop skills that are in high demand across client services, operations, and engagement roles. You may also have the opportunity to travel to events or support initiatives on-site with the Director as part of your training.
Position Summary
We are seeking a full-time, bilingual Administrative Assistant to provide administrative, clerical, and coordination support across a variety of operational activities. Work is assigned and prioritized by the Director to ensure clarity, efficiency, and accountability. This role focuses on execution, organization, and follow-through and is not a management, sales, or strategy position.
Key Responsibilities
- Manage multiple tasks and priorities simultaneously, ensuring deadlines and assigned projects are completed accurately and on time.
- Complete assigned administrative and clerical tasks efficiently and accurately.
- Track tasks, deadlines, and follow-ups to ensure priorities are met.
- Collect, organize, and follow up persistently to obtain complete medical records and required documentation for all assigned candidates, ensuring records are received, logged, and maintained accurately.
- Maintain accurate and organized digital and physical files, records, and materials.
- Prepare, review, and distribute materials for meetings, webinars, and events.
- Coordinate logistics for events and outreach initiatives, including scheduling, materials preparation, registration, shipping, and on-site support when needed.
- Provide support for local events, outreach, or travel to out-of-town initiatives as assigned.
- Maintain bilingual (English/Spanish) marketing and outreach materials, track inventory, and ship materials to approved locations.
- Respond to social media messages and comments using approved guidelines and maintain engagement logs.
- Draft and maintain records, logs, and documentation related to assigned tasks, projects, and outreach.
- Schedule meetings, take notes, and track follow-ups for tasks assigned by the Director.
- Assist with research or preparation for initiatives, ensuring all supporting documents and information are accurate and complete.
- Use Microsoft Office, Google Workspace, CRM systems, and other tools to complete tasks efficiently and accurately.
- Handle confidential and time-sensitive matters with discretion.
Qualifications
- Bilingual in English and Spanish (required)
- Must reside within commuting distance of Annapolis, MD
- Only local, bilingual applicants should apply
- High school diploma required; Bachelor’s degree preferred
- Open to highly motivated candidates with limited professional experience who are eager to take on new challenges
- Highly organized with excellent attention to detail and strong follow-through
- Able to quickly learn new processes, adapt to changing priorities, and problem-solve independently
- Comfortable using social media platforms for professional communication and engagement
- Clear and professional communicator (phone, email, text)
- Reliable, responsive, and accountable
- Comfortable managing multiple priorities in a fast-paced environment
Compensation & Benefits
Compensation is competitive and commensurate with experience. GIVF provides generous benefits to our employees, including:
- Health and Dental insurance
- Flexible Spending Account (FSA) and Health Savings Account (HSA) options
- Group term life insurance
- Short-term and long-term disability options
- 401K plan
- Paid parental leave
- Tuition reimbursement program
- Paid vacation and sick time
- Paid company holidays
- Job training and development opportunities
- Company-wide social events
Fairfax Surrogacy is a proud, equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community. People of color, people with disabilities, and people of diverse sexual orientations, gender expressions, and identities are encouraged to apply.
To Apply
To apply, please submit your application by email only to [email protected] and follow the instructions below carefully. Applications that do not follow these steps may not be considered.
- In the subject line, write: FSBAA – Your Full Name
- Attach your resume as a PDF
- Include a brief cover letter in the body of the email (no attachments), and be sure to include your current city and state of residence
EOE/M/F/D/V
