Executive Assistant for Professional Counselor

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

Part Time

SALARY

400

HOURS PER WEEK

20

DATE POSTED

Dec 1, 2024

JOB OVERVIEW

I am seeking an Executive Assistant who will be a key partner in managing my daily operations and ensuring that everything runs smoothly.

I am a Licensed Professional Counselor in four states. I manage a beginning group mental health practice, serving clients who are experiencing trauma, divorce, life transitions, anxiety, family and marital conflicts. I help clients move forward in life by providing mental health counseling in these areas.

The work with which I am requiring help revolves around administrative tasks in several areas:
My private practice:
-Setting client appointments
-Making phone calls, monitoring client interaction with a software called “Weave”, a HIPAA compliant program that allows texting, emails, billing, and many other options for client interaction with the office.
-Scheduling & rescheduling appointments
-Google calendar coordination with GReminders Calendar

My office needs:
-Coordinating and communicating with all stakeholders in my licensure connections including licensure boards and continuing education units accrual for each state
-Communicating with registered agents in all states of licensure to insure compliance
-Billing insurance companies with my software Therapy Appointment, following up with declined claims, confirming client’s insurance benefits for billing
-Budget management, knowledge of Quickbooks online, assistance with strategizing growth opportunities for my group practice goals
-Using Medallion to credential new therapists
-Onboarding, equipping, training new therapists according to group practice policies and procedures
-Credentialing new therapists with various insurance companies

Organizational needs:
-documentation creation, storage and filing with Google docs, Google sheets, and PDF files
-Recommendations for more efficient ways of managing files
-Working with Adobe Sign

Creative Tasks and Community management:
-Working with Canva, Adobe, Photos, and other print and image work
-Assisting me in establishing an online community, including building an email list, weekly and monthly newsletters, creation of related documentation, photos, graphics

I am a “SIC” in my DISC profile. I move slowly and require people around me who can move quickly, prompt me when certain deadlines are approaching, and have no problem with “pushing the envelope” with me where my practice needs expeditious decision-making. I am very overwhelmed with the administrative responsibilities currently that need attention and I welcome a driving and assertive person to assist me.

***MUST HAVE SKILLS:
1. CREATIVE ABILITY:
-You need to know how to create graphics, visualize ideas, write in English, present ideas to me, and at the very least, get a creative project in motion, even if we need to contract with other gifted people outside of your scope of expertise to finish a project
-You need to know how to edit pages of text, use grammatical correction software such as Grammarly, and understand Google Docs.

2. COMMUNITY MANAGEMENT:
-Knowledge in social media marketing, branding, email list management

3. ADMINISTRATIVE CAPABILITY:
-You have to have practical knowledge of how to organize the various aspects of my organization
-You have to be proficient in English, know how to communicate with various stakeholders in a professional manner
-You have to have an understanding of deadlines, scheduling and planning tasks, and being able to respond to a crisis situation when needed (only related to organizational and planning crises, not mental health related).

4. SOCIAL MEDIA MANAGEMENT:
-I need someone who is skilled in posting social media videos and coming up with captions. Having 100% English grammar is a MUST.
-Crossposting social media posts.
-Facebook Ads management is A MUST since I have ongoing Facebook Ads.

5. PROJECT MANAGEMENT:
-I have many things going on so this role is perfect for someone who is highly organized, detail-oriented, and has a deep understanding of the mental health sector. You will play a crucial role in helping me manage deadlines, create efficient systems, and assist with content-related tasks. This includes managing my emails, interact with clients, and other stakeholders related to any project.

6. SELF-STARTER:
-I need someone who is able to come up with the best systems and processes based on your experience. This is not my strongest skill, so I will be looking to YOU to be the expert in this field so we can make things quick and smooth.

IF YOU MEET THE REQUIREMENTS & ARE INTERESTED, FOLLOW THESE INSTRUCTIONS *EXACTLY:
1. Send me an email to kirk@hendersoncounselingservices.net with the Subject Line titled "Executive Assistant Role"

2. In the email, I want you to send me a Loom video laying out a 30-day onboarding plan together. I want to hear how you plan to integrate yourself into my business and how you plan to streamline the different things that I do as a Licensed Counselor, Content Creator, and Group Practice owner. This is your time to shine and show me your personality and what I can expect by choosing you to work with! If you are passionate about mental health, please share why.

3. Please let me know if you have any experience with Google Docs, Google Sheets, Therapy Appointment, GReminders, Simple Practice, Medallion, Google Calendar, and creating HIPAA-compliant business agreements.

This position will start as part-time and then hopefully move into full-time. I want this to be a long-term working relationship so I want someone who is committed, loves what they do, and doesn't need to be managed. Fluent English skills are a MUST since everything I do is very detail oriented and fast-paced.

VIEW OTHER JOB POSTS FROM:
SHARE THIS POST
facebook linkedin