Executive Assistant

General Administrative Duties:

• Answer phones, collect and relay messages via email/text.
• Respond to incoming emails, forwarding as needed.
• Organize and maintain Google Drive files and emails.
• Assist with creating worksheets/systems to organize and share information.
• Research and book personal items for supervisor, including business meetings, flights, hotels, and other business ventures.
• Attend weekly virtual meetings with the supervisor.

Recruiting Duties:

• Review applications and select applicants based on qualifications.
• Schedule interviews/meetings with approved candidates.
• Send onboarding documentation (contracts, payroll information, handbook, etc.).
• Follow up on missing documentation from applicants.
• Create employee Google Calendar and unique invoice files.
• Schedule review meetings for newly hired employees with the clinical director once credentialed.

Clinical Practice Support:

• Collect new client information (name, email, insurance details, etc.) and relay it to the supervisor.
• Obtain additional client details as needed and communicate with potential therapists regarding cases.
• Manage intake forms and upload them to Google Drive.
• Add client information to EAP portal and assist with billing and payroll communication.
• Assist with sending marketing materials/emails to local businesses.

Immigration Evaluations Support:

• Collect client information and assist with scheduling assessment sessions.
• Create and manage Google Drive folders, ensuring all necessary documents (questionnaires, reports, etc.) are uploaded.
• Communicate with clinical writers throughout the evaluation process and notify the supervisor of draft/final reports.
• Send marketing emails to attorneys with practice information.

Social Media Management:

• Maintain social media accounts with weekly posts focused on mental health topics (children, adolescents, individuals, couples, families).
• Create content via Canva and share for supervisor approval.

Requirements

Ideal Candidate:

• Advanced English proficiency with strong written and verbal communication skills.
• Highly organized and detail-oriented.
• Quick to respond and able to manage multiple tasks efficiently.
• Passionate about helping others and contributing to a supportive work environment.
• Proficient in using Google Drive, Google Calendar, and other cloud-based tools.
• Experience with Canva or similar design tools is a plus.