Administrative Assistant

Job Overview
We are a welcoming and client-centered private counseling practice seeking a highly organized and proactive Administrative Assistant to support our daily operations and enhance the overall client experience. This role is essential in creating a smooth, professional, and compassionate environment for both clients and clinicians.

The Administrative Assistant provides comprehensive administrative, client service, and operational support to ensure efficient day-to-day office functions. As a key point of contact for clients, this individual brings warm people skills and communicates clearly and professionally, both over the phone and in writing.

In addition to administrative responsibilities, this role contributes to the practice’s online presence through social media content creation and engagement monitoring. The ideal candidate is creative, collaborative, and interested in being an active, supportive member of a close-knit team.

Key Responsibilities

Client Communication

• Manage inbound/outbound phone calls and text messages
• Manage reception email and Simple Practice inquires/requests
• Assist clients with intake paperwork and onboarding processes

Scheduling & Coordination

• Schedule, reschedule, and cancel appointments as needed
• Manage appointment reminders and waitlists
• Update and maintain clinician calendars
• Coordinate scheduling to optimize workflow and provider availability
• Maintain call log & therapist information sheets

Payments & Administrative Tasks

• Collect/update client auto pay payment details
• Collect outstanding balances when auto pay fails
• Send invoices/superbills as requested by clients
• Send new/updated Good Faith Estimates
• Monitor electronic faxes

Social Media & Digital Support

• Create basic content for social media platforms (e.g., posts, captions, graphics as directed)
• Schedule and publish social media content according to established guidelines
• Monitor social media pages for messages, comments, and engagementFlag inquiries, comments, or concerns for appropriate follow-up
• Support brand consistency and professionalism across online platforms

Qualifications:

• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Proficiency with EHR software and social media platforms
• Ability to work independently and collaboratively
• Detail-oriented with strong problem-solving skills

Pay: From $22.00 per hour

Expected hours: 35.0 – 40.0 per week

Benefits:

• Employee discount
• Paid time off

Work Location: Hybrid remote in Queen Creek, AZ 85142