Administrative Assistant for a Small Psychotherapy Group Practice

At Embodied Wellness Center, we’re building a practice where therapists can do meaningful, sustainable work without burning out. We’re a woman-owned, Chicago-based integrative mental health group practice specializing in mind-body therapy. We are seeking a highly organized, reliable, and detail-oriented Administrative Assistant to support the day-to-day operations of the practice. This role is ideal for someone who enjoys behind-the-scenes work, takes initiative, and wants to be part of a growing mental health practice.

This position will begin part-time (approximately 7-10 hours per week) with a primary focus on intake coordination and billing support, with the opportunity to expand into additional areas such as marketing, networking, and broader practice operations over time. At this time, we can only consider candidates who live in Illinois and meet the requirements outlined below.

This role is a great fit for someone who:

• Has prior experience as an administrative assistant
• Is highly organized, detail-oriented, and dependable
• Is comfortable managing administrative systems and following through on tasks
• Communicates clearly and professionally with clients and team members
• Enjoys creating structure, improving processes, and keeping things running smoothly
• Is proactive and able to take initiative without frequent direction
• Is interested in growing with a practice and taking on additional responsibilities over time
• Is comfortable working remotely
• Has an interest in the mental health field

Core Responsibilities

Intake & Client Coordination

• Respond to new client inquiries in a timely and professional manner
• Coordinate scheduling for consultations and intake appointments
• Review client paperwork for completion and accuracy and assist patients with required forms when needed
• Field patient questions and direct concerns to the appropriate provider or staff member
• Assist with matching clients to appropriate clinicians based on needs and availability
• Track and follow up on inquiries to support conversion and client engagement

Billing & Administrative Support

• Assist with insurance verification and client benefit checks
• Support billing processes, including tracking claims, payments, and outstanding balances
• Assist with insurance communications related to claim or payment questions or issues
• Communicate with clients regarding billing questions or account updates
• Help maintain organization across scheduling, systems, and internal workflows
• Support general day-to-day operations of the practice

Optional Growth Opportunities

• Assist with marketing efforts (social media, newsletter, blog coordination)
• Support outreach and networking efforts with referral sources
• Contribute to improving systems, workflows, and client experience
• Take on additional operational responsibilities based on strengths and interests
• Support recruiting and new staff member onboarding

Position Requirements

• Prior experience as an administrative assistant, preferably in a healthcare-related organization
• Bachelor’s Degree preferred
• Experience with healthcare-related processes strongly preferred, including client intake and insurance billing
• Strong organizational skills, attention to detail, and ability to manage multiple tasks and follow through consistently
• Excellent written and verbal communication skills
• Comfortable learning and using systems such as EHRs, scheduling platforms, and spreadsheets
• Proficiency with Google Workspace (Docs, Sheets, Drive, etc.)
• Ability to maintain professionalism and confidentiality in all interactions
• Comfortable working in a virtual organization
• Must be located in Illinois

Schedule and Compensation

• Part-time W2 position (approximately 7-10 hours per week)
• Hourly rate is $21-$26 per hour, depending on experience
• Flexible schedule; however, must be available to check email and complete work at least once per day, Monday through Friday
• Potential to grow into a full-time role over time
• Competitive compensation
• Paid Time Off (PTO)
• Technology stipend
• Opportunities for free or low-cost training to expand your skillset within a mental health practice

Pay: $21.00 - $26.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance
• Work from home

Work Location: Remote