3rd year undergrad Social Services Executive Administrative Assistant
In person possibly some hybrid…. We are seeking a reliable, tech-savvy Executive Administrative Assistant to support our CEO and operations team. This dynamic role offers hands-on experience in administration, mental health operations, and business development. The ideal candidate is a third-year undergraduate student who is assertive, a great listener, highly organized, and passionate about mental health.
Key Responsibilities:
- Track the Admin email account and ensure the inbox is empty at the end of each shift
- Monitor messaging platforms for tasks and therapist communications during shift hours
- Follow up on therapist-assigned and clinic owner-assigned to-dos
- Cross-check client appointments for payment completion and accuracy
- Quality assurance checks for day-of and next-day appointments
- Verify accurate and updated payment details
- Ensure intake and consent forms are completed for new clients
- Update internal manuals with new or revised processes
- Book and confirm appointments
- Contact and onboard new or potential clients
- Process billing and invoicing:
- Submit vendor invoices for owner approval
- Bill insurance and third parties as needed
- Screen job applicants (admin and therapists) based on clinic policy
- Onboard and train new hires (admin and volunteers)
- Perform front-desk and office tasks for brick-and-mortar locations:
- Answer phone calls
- Tidy waiting room: wipe surfaces, refill supplies, stock beverages, fill sanitizers
- Keep intake forms stocked and ready
- Open/close office following daily checklists
- Arrive clients in the calendar system when they enter
- Support therapists by processing client payments before or after appointments
- Handle therapist sick calls and assist with rescheduling as needed
Ideal Candidate Will Have:
- Currently entering 3rd year of undergraduate study in Psychology, Counseling, or related field
- Strong desire to pursue graduate school in counseling, social work or mental health
- Experience using Microsoft Excel, Canva, Adobe, and Google Docs
- Excellent verbal and written communication skills
- Ability to maintain confidentiality and work independently
- Positive attitude and willingness to learn in a fast-paced setting
- Must be assertive, punctual, and an attentive listener Pay: Up to $10.00 per hour