Executive Assistant - Mental Health Group Practice

This is a remote position.

Athriving mental health group practice dedicated to providing compassionate and evidence-based therapy and psychiatric services to individuals, couples, and families in California. Our mission is to foster healing, growth, and well-being, and we're looking for a highly organized and proactive Executive Assistant to join our supportive team.

About the Role

We're seeking a detail-oriented and adaptableExecutive Assistantto provide comprehensive support to our [e.g., Clinical Director, CEO, Senior Partners]. This isn't just about scheduling; you'll be a vital part of our operational efficiency, handling a blend of financial, business, and administrative tasks. You'll need to be comfortable managing multiple priorities, anticipating needs, and stepping in for on-demand tasks during work hours to ensure our leadership can focus on strategic initiatives and clinical excellence.

Key Responsibilities

Financial & Business Operations

• Financial Administration:Assist with processing invoices, managing expense reports, reconciling basic accounts, and liaising with our billing department or external accountant.
  
• Data & Reporting:Compile and analyze operational data from SimplePractice and other portals to generate reports for leadership, identifying trends and insights.
  
• Vendor Management:Support in managing relationships with vendors, including tracking contracts and ensuring timely payments.
  
• Project Support:Assist with special projects related to business development, marketing, or practice expansion, including research, data compilation, and presentation preparation.
  

Administrative & Executive Support

• Calendar & Communication Management:Expertly manage complex calendars, including scheduling appointments, meetings, and travel. You'll act as a primary point of contact, screening calls, drafting professional correspondence, and ensuring seamless communication flow.
  
• Meeting Coordination:Organize logistics for internal and external meetings, prepare agendas, take accurate minutes, and track action items to ensure follow-through.
  
• Document Management:Prepare, edit, and proofread sensitive documents, reports, and presentations with impeccable accuracy. Maintain organized digital and physical filing systems.
  
• Office & Resource Management:Order and manage office supplies, subscriptions, and other resources for executive functions.
  

Technology & Systems

• Google Workspace Mastery:Leverage Google Calendar, Gmail, Docs, Sheets, and Slides to streamline workflows and enhance collaboration.
  
• SimplePractice & Portal Management:Utilize SimplePractice for administrative tasks, pull reports, and navigate other healthcare or business portals efficiently. Always maintaining confidentiality.
  
• On-Demand Support:Be readily available to handle urgent requests and unforeseen tasks that arise during work hours, demonstrating flexibility and a problem-solving mindset.
  

What You Bring

• Experience:Minimum of 3 years of experience as an Executive Assistant, ideally within a healthcare, mental health, or professional services environment. Experience supporting multiple executives is a plus. Experience with managing larger teams as we are 45+ employee
  
• Tech Savvy:Advanced proficiency inGoogle Workspace (Gmail, Calendar, Docs, Sheets, Slides)is a must. Strong familiarity withSimplePracticeor similar EHR systems, and comfort learning new software/portals quickly. Utilizing Gemini and experience with implementing automation of tasks.
  
• Organizational Prowess:Exceptional organizational skills with a proven ability to manage multiple priorities, meet deadlines, and execute tasks with a high degree of accuracy and attention to detail.
  
• Communication Skills:Superior written and verbal communication skills; you can craft professional emails, reports, and presentations.
  
• Proactive & Discreet:A self-starter who anticipates needs, solves problems independently, and handles highly sensitive and confidential information with the utmost discretion and integrity, adhering strictly toHIPAA regulations.
  
• Adaptability:Ability to thrive in a dynamic environment, responding effectively to on-demand requests and shifting priorities.
  
• Education:Bachelor's degree preferred; equivalent combination of experience and education will be considered.
  

Independent Contractor Perks

• HMO Coverage in eligible locations
  
• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job
  

Originally posted on Himalayas

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