Personal Assistant

Job Description

Job Description

Now Hiring: Practice Coordinator / Executive Assistant (Part-Time)

We are a growing therapy and psychological assessment practice seeking a dependable, detail-oriented Practice Coordinator to support scheduling, intake coordination, administrative operations, and practice growth.

This is not a casual personal assistant role. It requires consistency, professionalism, strong follow-through, and the ability to independently manage sensitive client-related workflows.

Position Structure (Phased Role)

This position is structured in phases to ensure strong role fit, reliability, and successful onboarding.

Phase 1: Foundational Period (Weeks 1–4)

All hires begin in this phase, focused on core administrative reliability.

Core Responsibilities:

• Appointment scheduling and calendar coordination

• Handling intake inquiries and referral calls

• Basic tracking of clients, referrals, and follow-ups

• Appointment confirmations and reminders

• Maintaining organized logs and systems

Focus: consistency, communication, and follow-through (no marketing or outreach duties at this stage)

Phase 2: Expanded Support (Weeks 5–10, based on performance)

Advancement depends on reliability and successful completion of Phase 1.

Additional Responsibilities:

• More independent intake and referral coordination

• Communication with schools, providers, legal professionals, and referral sources

• Basic website updates

• Social media posting and content support

• Organized outreach list development

Phase 3: Practice Growth & Outreach (Long-term, performance-based)

For highly reliable and independent team members.

Expanded Responsibilities:

• Referral relationship development and structured outreach

• Lead generation and PR/community visibility support

• Marketing coordination and campaign support

• Social media and website management

• Workflow and systems improvement support

Required Qualities

• Highly reliable and consistent (essential)

• Strong organizational skills and follow-through

• Ability to work independently without constant supervision

• Professional communication skills (phone, email, written)

• Ability to manage multiple tasks and prioritize effectively

• Experience in healthcare, mental health, education, legal, or office coordination preferred

• Strong commitment to confidentiality and professionalism

Important Note

This role requires consistency, accountability, and independent execution. If you struggle with reliability, deadlines, or follow-through without reminders, this position will not be a good fit.

How to Apply

Please send:

• Brief introduction

• Relevant experience

• Availability

• Examples of administrative, coordination, marketing, or outreach work (if available)

Selected candidates will begin with a paid trial period before final hiring decisions are made .