Virtual Administrative Assistant / Client Care Coordinator for Growing Therapy Practice (Long-Term Role)

Mindful Connections Therapy is looking for a reliable, organized, and warm Virtual Assistant to support a growing psychotherapy practice.

This role is best suited for someone who is professional, detail-oriented, comfortable communicating with clients, and able to carefully follow established systems.

You will help with client communication, scheduling, administrative organization, and marketing support.

Responsibilities:

Client Care & Administrative Support

Answer incoming phone calls and return missed calls
Respond to client emails using provided templates and guidelines
Support potential clients with booking appointments
Navigate Jane App (online healthcare booking system) — training provided
Manage appointment requests and scheduling changes
Monitor inbox and organize communications
Follow privacy and confidentiality expectations
Maintain a warm, professional tone when communicating with clients

Marketing & Business Support

Post completed social media content provided by the practice owner
Schedule Instagram/Facebook/LinkedIn posts
Update Google Business Profile
Assist with backlink building and online directory updates
Support local SEO tasks
Maintain spreadsheets and trackers
Organize Google Drive files

Requirements:

Excellent written and spoken English
Confident speaking with clients over the phone
Strong attention to detail
Reliable high-speed internet connection
Quiet workspace for calls
Ability to follow instructions and SOPs
Organized and consistent
Experience with healthcare administration, customer service, or virtual assistant work preferred
Experience with Canva/social media/SEO is an asset

Hours:
Monday–Friday, 9:00 AM–11:00 AM EST for client communication, phone calls, emails, and scheduling support
Opportunity to expand into additional daytime hours (up to 9:00 AM–5:00 PM EST coverage) as the role grows
Availability between 7:00 PM–10:00 PM EST as needed for training, check-ins, and tea ---------- etings

The ideal candidate is looking for a long-term position and is interested in growing with the practice.

To Apply:
Please send:

Resume and relevant experience
Hourly rate
Availability in Eastern Time
Internet speed test screenshot
A short 1–2 minute video introducing yourself and reading this phone script:

“Thank you for calling Mindful Connections Therapy, this is [Name]. How can I help you today?”

Then answer as if a client says:

“I’m interested in therapy, but I’m not sure which therapist or approach would be right for me.”

Applications without the video sample will not be reviewed.

Looking for someone dependable who wants a long-term role and to grow with the practice.