Advocate Recruiting Administrator
About Solace Healthcare in the U.S. is fundamentally broken. The system is so complex that 88% of U.S. adults do not have the health literacy necessary to navigate it without help. Solace cuts through the red tape of healthcare by pairing patients with expert advocates and giving them the tools to make better decisions—and get better outcomes. We're a Series C startup, founded in 2022 and backed by Inspired Capital, Craft Ventures, Torch Capital, Menlo Ventures, Signalfire, and IVP. Our U.S. based team is lean, mission-driven, and growing quickly. Solace isn't a place to coast. We're here to redefine healthcare—and that demands urgency, precision, and heart. If you're looking to stretch yourself, sharpen your edge, and do the best work of your life alongside a team that cares deeply, you're in the right place. We’re intense, and we like it that way. Read more in our Bloomberg funding announcement here. About the Role: We're looking for a detail-obsessed, operationally sharp Administrative Assistant to support the day-to-day functions of our Advocate Recruiting team. This is not a background role — you'll be at the center of the machine that keeps our Advocate Recruitment engine running, our Advocate applicants supported, and our onboarding airtight. You'll work closely with recruiters, inter-disciplinary teams, and leadership to ensure every placement, credential, and process moves without friction. If you're someone who gets satisfaction from building order out of complexity, catches errors before they become problems, and takes ownership without waiting to be asked — you'll fit right in.
What You'll Do
Maintain and update our ATS (Ashby) and manage onboarding documents end-to-end, ensuring records are accurate, current, and audit-ready Serve as a primary point of contact for administrative inquiries from the Advocate Recruitment team, triaging requests and resolving issues quickly Assist with scheduling internal on-site interviews and offer coordination for internal team development Track Advocate candidate pipeline activity and flag bottlenecks or gaps to keep recruiting workflows moving efficiently Prepare operational reports and support ad hoc departmental projects with strong attention to deadlines and deliverables Build and maintain internal SOPs and administrative workflows that scale with team needs Manage internal and external communications with professionalism and urgency, representing the team with clarity and care What We're Looking For 2+ years of administrative experience in healthcare, staffing, recruiting operations, or a similarly fast-paced environment Exceptional organizational skills and attention to detail — you don't let things fall through the cracks Strong written and verbal communication skills with a professional, clear presence Proficiency with Google Workspace; comfort picking up new tools quickly Ability to manage multiple priorities under pressure without losing precision Discretion and sound judgment when handling sensitive or confidential information A bias toward action — you solve problems and improve processes without waiting to be told Bonus Points Prior experience in a recruiting coordination or HR support role Experience with Ashby or a similar ATS/recruiting platform Applicants must be based in the United States. Up for the Challenge? We look forward to meeting you. Fraudulent Recruitment Advisory: Solace Health will NEVER request bank details or offer employment without an interview. All legitimate communications come from official solace.health emails only or ashbyhq.com. Report suspicious activity to [email protected] or [email protected].