Administrative Assistant

Job summary

Manage client inquiries, intake and referrals, appointment scheduling, records, and communication among clients, therapists, and clinic leadership. Support billing and payments, coordinate with referral partners, and assist with outreach, social media, marketing, and clinic growth initiatives.

Job details

Company Description LifeCycle Counselling & Psychotherapy Services is a collaborative team of psychotherapists and counsellors dedicated to providing personalized, evidence-based care. The practice supports individuals through everyday challenges, complex life transitions, and a wide spectrum of mental health concerns. Team members bring extensive experience across various therapeutic modalities and prioritize culturally sensitive, bias-free approaches. LifeCycle Counselling values diversity in cultural, religious, and personal backgrounds, and respects each person’s unique beliefs, opinions, and values. Services are offered in a safe, confidential environment, both in person and online, with a focus on healing, growth, and self-discovery. Role Description The Administrative Assistant is a part-time, remote position responsible for supporting the day-to-day operations of a psychotherapy practice. This role involves managing client inquiries, coordinating intake and referrals, scheduling appointments, maintaining client records, and facilitating communication between clients, therapists, and clinic leadership. Additional responsibilities include supporting billing, invoicing, and payment processes; coordinating with external organizations and referral partners; and assisting with relationship-building and outreach initiatives. The role may also involve social media content creation, marketing initiatives, and identifying opportunities to support the clinic's growth. The ideal candidate is organized, proactive, compassionate, and comfortable working independently in a client-facing role within a mental health setting. Qualifications Strong administrative, organizational, and time management skills, with excellent attention to detail. Ability to work independently, take initiative, manage competing priorities, and maintain strict confidentiality. Excellent written and verbal communication skills, with a professional, warm, and client-centred approach. Ability to manage client inquiries, appointment scheduling, intake coordination, and general administrative tasks efficiently. Experience or comfort with billing, invoicing, payment processing, and maintaining accurate records. Proficiency with Google Workspace, and digital scheduling platforms; experience with Jane App is an asset. Familiarity with social media platforms, content creation, marketing, or community outreach is an asset. Strong interpersonal skills and an interest in developing professional relationships with external organizations and referral partners. Previous experience in administration, customer service, healthcare, or mental health settings is an asset. Educational Background: Undergraduate students or recent graduates in psychology, social work, counselling, or related fields, particularly those interested in pursuing a career in psychotherapy or mental health, are encouraged to apply.

What you’ll do

Manage client inquiries, intake and referrals, appointment scheduling, records, and communication among clients, therapists, and clinic leadership. Support billing and payments, coordinate with referral partners, and assist with outreach, social media, marketing, and clinic growth initiatives.

Requirements

Candidates should have strong administrative, organizational, time-management, communication, and confidentiality skills, and be able to work independently while managing competing priorities. Google Workspace proficiency is expected; experience with scheduling platforms, billing, mental health or healthcare administration, and outreach is beneficial, and students or recent graduates in related fields are encouraged to apply.

Listed skills

• Administrative Support · Preferred
• Organization · Preferred
• Time management · Preferred
• Attention to detail · Preferred
• written communication · Preferred
• Customer service · Preferred
• Appointment Scheduling · Preferred
• Billing · Preferred
• invoicing · Preferred
• Payment Processing · Preferred
• Google Workspace · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Organization
• Time Management
• Attention To Detail
• Confidentiality
• Written Communication
• Verbal Communication
• Client Service
• Appointment Scheduling
• Intake Coordination
• Recordkeeping
• Billing
• Invoicing
• Payment Processing
• Google Workspace
• Social Media Content Creation

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Marketing
• Social Services