Executive Assistant

To apply, you will only have to fill a short form on our website that will take you less than 5 minutes.

Job Title: Executive Assistant

About the Company:

Our client is a small, growing mental health private practice serving individuals, couples, and families throughout the Columbus, Ohio area.

Job Description:

You will provide executive and administrative support to the Executive Director. You will also assist with routine systems, documentation, training, and digital administrative tasks. This role is for an experienced, technology-savvy assistant who can manage traditional executive support and learn new business platforms. Training will be provided for company-specific processes. You need to learn quickly, follow procedures, complete tasks accurately, and work more independently over time.

Responsibilities of the role:

• Manage calendars, scheduling, meetings, and related follow-up.

• Monitor email accounts, organize communications, and handle routine correspondence.

• Coordinate interview scheduling and communicate with applicants.

• Prepare, organize, update, and maintain documents, forms, spreadsheets, and trackers.

• Track deadlines, follow-up items, meetings, and recurring administrative tasks.

• Provide general administrative support and complete short-term assignments.

• Enter, update, organize, and maintain information within company systems.

• Complete tasks within platforms like TalentLMS, Notion, BambooHR, monday.com, and Google Workspace.

• Build or update system content using templates, SOPs, videos, and instructions.

• Perform routine data entry, content updates, file organization, and system maintenance.

• Identify missing information or discrepancies and seek clarification.

• Learn new platforms and processes and complete recurring tasks with increasing independence.

• Upload, organize, and maintain employee, training, compliance, and administrative documents.

• Complete routine document updates, file maintenance, and record organization.

• Monitor documentation or training completion and follow up as directed.

• Maintain accurate electronic records and handle confidential information appropriately.

• Upload, format, schedule, or update website and blog content.

• Perform administrative activities within WordPress, Google Search Console, and ActiveCampaign.

• Enter or update approved email, website, CRM, blog, or marketing content.

• Assist with routine posting, formatting, indexing, and list maintenance.

• Maintain and update SOPs, checklists, templates, and training materials.

• Organize shared files and administrative documentation.

• Complete transition-related tasks and document work.

• Communicate outstanding questions or next steps to the team.

Required Experience and Qualifications:

• Minimum two (2) years of professional experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, or Administrative Coordinator.

• Experience managing calendars, inboxes, scheduling, documents, data entry, and recurring administrative tasks.

• Experience working with multiple cloud-based business or productivity systems.

• Ability to learn new technology and administrative processes and complete recurring tasks independently after training.

• Minimum C1-level English proficiency (CEFR) or equivalent.

• Experience with HIPAA or awareness of confidentiality requirements.

Preferred Skills:

• Experience with TalentLMS, Notion, BambooHR, monday.com, Google Workspace, WordPress, Google Search Console, or ActiveCampaign.

• Prior experience in a mental health, behavioral health, psychiatric, medical, or other healthcare setting.

• Experience maintaining digital training materials, SOPs, forms, website or blog content, email content, or databases.

Personality:

• Strong technology aptitude and ability to learn new systems quickly.

• Good organization and follow-through skills.

• Adaptable and able to shift priorities.

• Strong attention to detail.

• Strong spoken and written professional communication skills.

• Discretion, sound professional judgment, and ability to handle confidential information.

Software & Tools:

• Google Workspace

• TalentLMS

• Notion

• BambooHR

• monday.com

• WordPress

• Google Search Console

• ActiveCampaign

Schedule:

Full-Time: 40 hours per week

Monday through Friday, 9:00 a.m.–6:00 p.m. Eastern Time.

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.