Administrative Assistant - Calgary, AB
1 day ago
Job description
Virtual Administrative Assistant — Psychology Private Practice (Remote, Part-Time)
We are a small psychology private practice (with two psychologists) that is seeking a reliable, highly organized Virtual Administrative Assistant to provide remote administrative support. This role is ideal for someone who is detail-oriented, technologically comfortable, and able to maintain professionalism and confidentiality while supporting our practice in a virtual environment.
Position Overview
The Virtual Administrative Assistant supports the day-to-day administrative operations of the practice, helping ensure smooth scheduling, responsive client communication, and efficient workflow management. The successful candidate will be proactive, dependable, and able to work independently while maintaining clear communication.
Key Responsibilities
- Manage appointment scheduling, rescheduling, and confirmations
- Respond to client inquiries via email and (or phone if required) in a professional and compassionate manner
- Coordinate intake paperwork and onboarding of new clients
- Maintain and organize confidential electronic client records in accordance with privacy standards
- Support billing tasks, invoicing, and payment tracking (training provided if needed)
- Send appointment reminders and manage waitlists
- Assist with administrative workflow organization and task tracking
- Provide general administrative support as needed
Qualifications
- Previous experience as a virtual assistant, administrative assistant, or medical/mental health administrator preferred
- Excellent written communication skills and professional phone manner
- Strong organizational and time-management abilities
- High level of discretion and commitment to client confidentiality
- Comfortable using Jane scheduling software, secure email platforms, and cloud-based systems (or willingness to learn)
- Ability to work independently and manage priorities remotely
Assets
- Experience supporting a psychology, counselling, or healthcare practice
- Familiarity with Jane or practice management systems
- Knowledge of invoicing or insurance/third-party billing processes
Position Details
- Remote, part-time position (flexible hours; availability during business hours preferred; typically 2 hours a day).
- Contractor or employee arrangement may be considered
- Competitive hourly compensation based on experience. Will begin at $24.00/hour.
How to Apply
Please submit your resume and a brief cover letter outlining your experience with virtual administrative work and interest in supporting a psychology practice. Only applicants selected for an interview will be contacted.
Email:
Job Type: Part-time
Pay: From $24.00 per hour
Expected hours: 10 per week
Language:
- English (required)
Location:
- Calgary, AB (preferred)
Work Location: Remote
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