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We are seeking a proactive and detail-oriented Administrative Assistant to support the CEO and ensure smooth business operations. The ideal candidate is highly organized, a strong communicator, and comfortable managing multiple priorities in a dynamic environment. This role includes responsibilities in billing, scheduling, client communications, SOP development, and executive support, with opportunities to assist in marketing projects.

 

Key Responsibilities

Billing & Client Communication

  • Manage invoicing, payment tracking, and billing follow-ups.
  • Communicate professionally with clients regarding billing questions or administrative issues.
  • Ensure accuracy and confidentiality in all financial and client communications.

Scheduling & Operations

  • Manage client scheduling, cancellations, and reschedules.
  • Maintain and optimize the CEO’s calendar, ensuring priorities are aligned.
  • Anticipate scheduling conflicts and resolve proactively.

Standard Operating Procedures (SOPs)

  • Draft, update, and maintain SOPs for administrative and clinical workflows.
  • Identify opportunities to improve efficiency and streamline processes.

Executive Support

  • Respond to emails and manage inbox priorities on behalf of the CEO.
  • Coordinate meetings, prepare agendas, and track action items.
  • Support marketing tasks including social media scheduling, email campaigns, and content coordination.
  • Assist with special projects and general administrative support as needed.

 

Minimum Requirements

  • Education: High School Diploma or GED
  • Experience: 2+ years in customer service or sales (experience in healthcare, mental health, or coaching industries a plus).
  • Technical Skills:
    • Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive).
    • Strong typing, formatting, and documentation skills.
  • Soft Skills:
    • Excellent written and verbal communication.
    • Strong customer service orientation.
    • Highly organized with ability to manage multiple priorities.
    • Discretion with sensitive information.
    • Problem-solving and adaptability in a fast-paced environment.

 

Desired Skills & Attributes

  • Experience with marketing platforms (social media scheduling tools).
  • Ability to take initiative and work independently with minimal supervision.
  • Team-oriented mindset with a professional and approachable demeanor.
  • Interest in personal development, mental health, or coaching fields.