We’re looking for a reliable and organized Executive Assistant to help keep our counseling practice running smoothly. This role supports day-to-day office needs, helps coordinate communication, and assists with basic hiring and administrative tasks.

This is a great role for someone who is detail-oriented, friendly, and able to juggle a variety of tasks in a professional, confidential setting.

Key Responsibilities

Office & Administrative Support

• Help manage office schedules, including room reservations and shared calendars

• Support daily needs of clinicians and staff

• Keep the office organized and running smoothly

Client Records & Requests

• Assist with processing client document requests (with clinician guidance)

• Help track and organize administrative records

• Maintain confidentiality and follow HIPAA guidelines

Staff & Team Support

• Help coordinate small staff appreciation efforts (birthdays, milestones, etc.)

• Support a positive and organized office environment

Hiring & Onboarding Support

• Track job applicants and organize resumes

• Help schedule interviews

• Assist with basic onboarding tasks for new hires

General Support

• Help with small projects and tasks as needed

• Look for ways to improve organization and efficiency

Qualifications

Required

• Strong organization and time management skills

• Good communication (email, phone, in-person)

• Teachable

• Attention to detail

• Ability to handle confidential information

Preferred (not required)

• Previous administrative or office experience

• Experience in a healthcare or counseling setting

• Familiarity with scheduling systems

Key Traits

• Organized and dependable

• Friendly and professional

• Able to manage multiple tasks

• Takes initiative and follows through