Executive Assistant

This role is created to support the Founder of a fast-growing outpatient therapy practice. The Founder currently owns nearly every non-clinical function of the business — calendar and inbox management, client intake coordination, staff onboarding, and the operational systems that hold the practice together — alongside a full clinical caseload. This position exists to take that load off her plate so she can focus on clinical work, staff training, and growing the practice. The person selected will act as a true operating partner: owning day-to-day executive support, building the systems and SOPs the practice needs to scale, and managing a growing volume of client intake calls as the practice expands. Success looks like a Founder who can hand off scheduling, intake, and operational decisions with full confidence, and a practice with documented processes that don't depend on any one person's memory.

Executive Support

• Own the Founder's inbox and calendar, prioritizing and triaging on her behalf.

• Handle day-to-day correspondence and light remote office management: supply orders, deliveries, vendor coordination, and similar recurring needs.

• Take on select personal-support tasks alongside professional ones, functioning as a true executive/personal assistant hybrid.

Client Intake & Scheduling Coordination

• Own the pre-screening call process for prospective clients — the practice's first point of contact, functionally similar to an intake/sales call.

• Learn the practice's therapy modalities and each clinician's specialties well enough to ask the right screening questions and match prospective clients to the right therapist (training provided).

• Apply sound judgment on clinical considerations that affect placement, with full training and no clinical background required.

• Cross-reference clinician schedules and availability, and get confirmed appointments onto the calendar end-to-end.

• Cover expanded hours as intake call volume grows with the practice.

Operations & Systems

• Partner directly with the Founder to build organizational systems and document standard operating procedures across the practice.

• Own and evolve the practice's technology stack, with close attention to HIPAA-related privacy requirements.

• Identify and close operational gaps as the practice scales. Staff Support & Onboarding

• Support onboarding for new hires, including scheduling and administrative coordination.

• Assist with staff insurance and benefits administration and related follow-up.

• Maintain an up-to-date view of staff schedules and areas of clinical expertise.

Communications (Nice-to-Have)

• Light social media and community management support, if the candidate has relevant experience. Not a core requirement, but a valued add given the practice's growth stage.

Requirements

Non-negotiables

• Fully bilingual, English/Spanish, with polished, professional spoken and written English — this role is client-facing on the phone with a US-based clientele.

• Strong operational instincts: energized by building structure and systems from scratch.

• High discretion and trustworthiness: this person will handle protected health information and a blend of the Founder's personal and professional life.

• Tech-savvy and resourceful: comfortable learning new tools independently, including AI assistants, without hand-holding.

• Availability to cover an expanded, phone-heavy schedule as intake volume grows.

Strong Plus

• Prior experience as an Executive Assistant, Chief of Staff, or Operations Coordinator supporting a founder or small-business owner in a blended personal/professional capacity.

• Experience in healthcare, wellness, or another privacy-regulated industry.

• A track record of building SOPs or operational systems from the ground up inside a scaling small business.

Nice to Have

• Marketing, social media, or community management experience.

• Familiarity with practice-management/EHR scheduling platforms (e.g., SimplePractice, TherapyNotes) — not required, trainable.Location

• Fully remote. No specific location requirement.

Benefits

Compensation & Conditions

• Contract: Independent contractor, paid monthly through a payroll/EOR platform.

• Modality: Fully remote.

• Reports to: Founder / CEO.

• Confidentiality: NDA required given direct exposure to protected health information and client data.