About the role
Job Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative, operational, and executive support in a remote environment, helping streamline daily operations, support client communications, coordinate schedules, manage bookkeeping tasks, and assist with marketing initiatives.
Key Responsibilities
Executive & Administrative Support: Manage calendars, appointments, scheduling; monitor and respond to emails, phone calls, and client inquiries; coordinate client onboarding and intake documentation
Practice & CRM Administration: Maintain client scheduling and provider availability; track intake forms, consent documents, and questionnaires; assist clients with portal access
Group & Event Coordination: Coordinate registrations, enrollment, and waitlists for group programs
Bookkeeping & Payroll: Maintain financial records using QuickBooks; perform monthly bank reconciliations; track income, expenses, and cash flow; prepare payroll and contractor payment records
Marketing & Website Support: Schedule and publish social media content; update website content; support marketing campaigns
Operations & Team Support: Coordinate virtual meetings, agendas, and action items; organize digital files using Google Drive; support onboarding and offboarding
Qualifications
Previous experience as an Executive Assistant, Administrative Assistant, or similar role
Experience in healthcare, counseling, or a professional services environment is an advantage
Strong proficiency in QuickBooks, Google Workspace, Microsoft Office, and Excel
Experience with practice management or EHR systems (e.g., SimplePractice) preferred
Familiarity with WordPress or similar website platforms
Excellent written and verbal communication skills
Ability to maintain strict confidentiality
Work Setup
Remote, Part-Time (20 hours per week), Flexible schedule