Executive Assistant -- Psychotherapy Practice

Job Description

Job Description

Description:Executive Assistant — Client Care & Operations

Zeeva Behavioral Health | Sherman Oaks & West Los Angeles, CA
Full-Time | Hybrid, Mostly In-Person in Sherman Oaks | $20–$21/hour, depending on experience

Nobody calls a therapist on a good day.

Something happened. A relationship ended. A panic attack in the car before work. A child who isn't okay and a parent out of ideas. A loss. A diagnosis. A morning when getting out of bed stopped feeling possible.

By the time someone reaches out to Zeeva, something in their life often needs to change.

At Zeeva, the therapist owns what happens inside the therapy room.

Our Executive Assistant helps make sure everything around that care runs exceptionally well.

This role sits at the intersection of executive support, office operations, project coordination, and client care.

You will be a trusted partner to leadership — helping organize priorities, manage communication, track commitments, coordinate projects, and make sure important work moves forward.

At the same time, because we are a mental health practice, you will occasionally step into the client-care experience itself: helping clients navigate scheduling, administrative questions, follow-up, and other non-clinical needs with warmth and professionalism.

The primary responsibility is supporting our founder and keeping the business moving.
The secondary responsibility is helping make sure our clients feel cared for along the way.

The Role

We are looking for an Executive Assistant who is highly organized, proactive, emotionally intelligent, and exceptionally dependable.

This is not a role for someone who wants to simply manage a calendar or wait for instructions.

We are looking for someone who sees what needs to happen, figures out the next step, communicates clearly, follows through, and closes the loop.

You will work closely with leadership and the broader Zeeva team to help manage the details that allow a growing behavioral health practice to operate smoothly.

Your day may include coordinating meetings, organizing priorities, following up on action items, preparing information for leadership, communicating with vendors or team members, helping move projects forward, troubleshooting administrative issues, and supporting the client experience when needed.

You will become someone leadership can trust to say, "I've got it."

Primary Responsibility: Executive Support & Operations
Executive Support

• Manage and coordinate leadership calendars, meetings, appointments, and scheduling priorities.
• Help organize leadership's daily and weekly priorities.
• Prepare meeting agendas, notes, documents, and follow-up items.
• Track commitments and make sure important action items do not get forgotten.
• Help manage executive email and communication workflows.
• Draft and organize correspondence, follow-ups, and internal communications.
• Coordinate meetings with clinicians, candidates, vendors, partners, and other stakeholders.
• Help prepare leadership for meetings by gathering information and organizing relevant materials.
• Anticipate needs before they become urgent.
• Protect confidential and sensitive information with discretion.
• Serve as a reliable point of coordination between leadership and the rest of the organization.

Project & Task Management

• Keep projects moving from idea to completion.
• Track deadlines, deliverables, owners, and next steps.
• Follow up with team members when action items are outstanding.
• Maintain organized task lists and project information.
• Help leadership identify what needs attention now versus later.
• Notice bottlenecks and help find solutions.
• Coordinate multiple priorities without losing track of details.
• Make sure meetings result in action rather than simply conversation.
• Close loops and communicate when something has been completed.
• Help implement new systems, processes, and organizational improvements.

Administrative & Office Operations

• Coordinate administrative priorities across the practice.
• Help organize office systems, documents, supplies, and operational information.
• Coordinate with vendors, service providers, and outside partners.
• Help schedule interviews, meetings, training, and team events.
• Support hiring and onboarding logistics as needed.
• Help maintain accurate records and organized information.
• Assist with special projects and time-sensitive requests.
• Troubleshoot day-to-day administrative issues.
• Pitch in wherever needed to keep the practice running smoothly.

Secondary Responsibility: Client Care

While executive support and operations are your primary responsibility, you will also help support the client experience.

For many clients, you may be one of the first people at Zeeva they interact with.

We want them to feel:

Someone knows what's happening. Someone is paying attention. Someone will help me figure this out.

Client Communication

• Respond warmly and professionally to client questions by phone, text, and email.
• Assist with scheduling, recurring appointments, cancellations, and appointment changes.
• Help prospective clients move through the administrative steps necessary to begin care.
• Gather demographic and insurance information accurately.
• Assist with insurance eligibility and benefit-verification processes.
• Follow up with prospective clients who have not yet scheduled.
• Help identify administrative barriers that may prevent someone from accessing care.
• Help clients navigate paperwork and other non-clinical administrative needs.
• Support clients when clinicians' availability changes.
• Help coordinate non-clinical transfers and transitions when appropriate.
• Route clinical questions to the appropriate clinician and follow up to make sure the client receives an answer.
• Track open client-care issues through resolution.
• Help clients reconnect after cancellations or interruptions in care.

The Standard

You don't think:

I sent the email.

You think:

Did this get resolved?

You don't think:

I put it on the calendar.

You think:

Is everything actually taken care of?

You don't think:

I told someone else.

You think:

Did the person who needed the answer get it?

You don't just complete tasks. You care about what happens next.

What Success Looks Like

Success in this role means leadership is more organized, priorities move faster, projects get finished, and fewer things fall through the cracks.

It also means clients experience Zeeva as responsive, warm, organized, and trustworthy.

We will look at things like:

• Reliability and follow-through.
• Accuracy and attention to detail.
• Organization of leadership priorities.
• Timely completion of projects and action items.
• Responsiveness to leadership and team requests.
• Ability to anticipate needs.
• Quality and clarity of communication.
• Ability to manage competing priorities.
• Resolution of administrative and client-care issues.
• Accuracy of scheduling and client information.
• Ability to identify problems before they become larger problems.

We believe in accountability without losing sight of the person behind the task.

Who Will Thrive Here

You may be exceptional in this role if you are:

• Highly organized. You can keep dozens of details moving without losing the thread.
• Exceptionally dependable. When you say you'll handle something, people know it will get done.
• Proactive. You don't wait for someone to tell you every next step.
• Discreet and trustworthy. You understand that executive and healthcare environments require excellent judgment.
• Fast and responsive. You know when something needs attention now.
• Warm and personable. You can interact comfortably with executives, clinicians, clients, vendors, and candidates.
• A strong communicator. Your emails, calls, messages, and documentation are clear and polished.
• Resourceful. When you don't know how to solve something, you figure out how to find the answer.
• Detail-oriented. You notice the small things that other people miss.
• Emotionally intelligent. You can remain calm and grounded when someone is stressed, frustrated, or overwhelmed.
• Comfortable with accountability. You want to know whether your work is actually making things better.
• Technology-friendly. You learn new software and systems quickly.
• Adaptable. Priorities can change, and you can change with them.
• A strong follow-through person. You don't let important tasks quietly disappear.
• Someone who takes ownership. You don't need constant supervision to stay productive.

You may be early in your career.

That's okay.

What matters more to us is your judgment, initiative, work ethic, communication, and ability to become someone the team can truly rely on.

This Is Probably Not the Right Role for You If

You become overwhelmed when several priorities change at once.

You regularly forget follow-ups or need someone else to keep track of your commitments.

You see executive assistance as primarily answering phones, booking meetings, and completing simple administrative tasks.

You don't enjoy figuring things out independently.

You prefer a role where you can complete your assigned tasks without thinking about the larger outcome.

This is a role for someone who wants to be involved, useful, trusted, accountable, and increasingly capable.

Our Core Values
Heart-Centered

Empathy leads. We show up warm, present, grounded, and authentically human with our clients, our colleagues, and ourselves.

Inspired Learning

We are forever students. Curiosity and lifelong learning are in our DNA. We seek wisdom, evolve our skills, and never stop learning.

Dedicated to Excellence

We take responsibility for doing things well, following through, and continually raising the quality of our work to honor the trust our clients, clinicians, and community place in us.

The Power of We

No one works alone. We practice generosity, collaboration, and collective wisdom. We show up fully for the whole team.

Brave Reflection

We look inward with courage and honesty. We build through active feedback, accountability, and the kind of vulnerable openness that makes us better: individually and together.

If these feel less like aspirational words and more like how you already want to work, we would love to meet you.

Qualifications
Required

• Experience in an administrative, executive-support, client-facing, customer-service, hospitality, healthcare, education, or other service-oriented role.
• Excellent verbal and written communication.
• Strong organizational skills and attention to detail.
• Excellent follow-through and reliability.
• Strong judgment and discretion.
• Ability to manage multiple priorities and shifting deadlines.
• Natural sense of urgency and responsiveness.
• Comfort receiving feedback and learning quickly.
• Ability to take initiative without constant direction.
• Comfort communicating by phone, email, text, and other technology.
• Strong computer skills and ability to learn new software quickly.
• Ability to work primarily in person in Sherman Oaks.

Preferred, But Not Required

• Executive assistant or administrative coordinator experience.
• Experience supporting an executive, founder, owner, or leadership team.
• Project coordination or operations experience.
• Behavioral health, psychotherapy, psychiatry, or healthcare experience.
• EHR or healthcare scheduling-platform experience.
• Insurance eligibility or benefit-verification experience.
• Customer service, hospitality, admissions, enrollment, or consultative-sales experience.
• Experience working in a fast-paced or growing organization.

Mental health experience is wonderful, but it is not required.

We are equally interested in the exceptional person coming from a restaurant, hotel, doctor's office, school, retail environment, customer-service team, or administrative role who brings warmth, intelligence, urgency, discretion, and outstanding follow-through.

Work Location

This is a hybrid role with the majority of work performed in person at our Sherman Oaks office.

You may also support our West Los Angeles location as needed.

Remote work is available when appropriate, but this is intentionally a highly present, collaborative role.

Compensation

$20–$23/hour, depending on experience.

Why This Work Matters

You don't have to provide therapy to help change a life.

You can help by making sure the people providing that therapy have the support, organization, communication, and follow-through they need to do their best work.

Every calendar you organize, project you move forward, problem you solve, follow-up you complete, and client you help contributes to a practice that can care for more people well.

The goal isn't simply to keep busy.

The goal is to make the people and organization around you better, more organized, more responsive, and more effective.

Changing human lives, one session, one person, one family, one community at a time.

Requirements: