Administrative Assistant & Client Intake Coordinator

Administrative Assistant & Client Intake Coordinator
MindSeed Health Remote – Full-Time | Toronto, Canada | Open to Candidates Worldwide

ABOUT MINDSEED HEALTH
MindSeed Health is a trauma-specialized psychotherapy centre dedicated to helping people grow and thrive. We believe that healing is deeply personal — there is no one-size-fits-all approach to recovery. Our 3-stage model of care integrates the most effective trauma-informed therapies so that every client receives the right treatment at the right time, empowering lasting change.

We offer individual therapy, couples therapy, group programs, and psychiatric consultations. Though based in Toronto, we operate fully virtually and serve clients across Ontario.

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ABOUT THE ROLE
We are looking for a warm, highly organized Administrative Assistant and Client Intake Coordinator to be the operational backbone of our growing team. You will be the first point of contact for many of our clients — which means your empathy, clarity, and professionalism directly shape their experience with MindSeed.

This role is a strong fit for someone who thrives on structure, is genuinely people-oriented, and takes pride in making complex systems run smoothly. You will support our clinical team, assist the CEO, and ensure every client interaction reflects the care and quality that MindSeed stands for.

RESPONSIBILITIES
Client Intake & Communication
Lead structured intake conversations with prospective clients in a warm, clear, and confident manner
Manage incoming calls, emails, referrals, faxes, and mail
Schedule client appointments and track leads, intakes, and bookings
Score clinical questionnaires and send client reminders
Prepare and send follow-up letters to referring providers
Serve as the primary point of contact for client inquiries and support
Practice Operations
Manage day-to-day processes on our practice management platform (Jane)
Support group and program logistics as needed
Familiarize yourself with all aspects of the business to provide comprehensive support
Provide general administrative and technical support to the clinical team
Executive Assistance
Manage the CEO's personal and business calendars
Coordinate meetings, daily logistics, and engagements
Draft, edit, and follow up on documents, proposals, and correspondence
Prepare board meeting agendas and gather necessary materials
Support event logistics, including venue and catering coordination
Arrange domestic and international travel when required

REQUIREMENTS
5+ years in administrative support, medical administration, or executive assistance
Bachelor’s degree in Psychology, Health Sciences, Business, Communications, or a related field
Experience in healthcare, mental health, or high-touch client-facing service environments
Exceptional written and verbal English communication — clear, warm, and confident
Comfortable leading sensitive intake conversations with empathy and professionalism
Proficiency with Microsoft Office, Google Workspace, and scheduling platforms
Calm, empathetic disposition — effective in managing diverse temperaments and de-escalating situations
Exceptional accuracy and attention to detail across all tasks
Ability to manage complex priorities independently and without close supervision
Strong ethical standards and willingness to sign a Non-Disclosure Agreement
Flexible availability, including occasional evenings or weekends based on operational needs
Privacy-conscious and able to maintain strict confidentiality at all times
ASSETS (NICE TO HAVE)
Direct experience in mental health, private practice, or clinical intake settings
Knowledge of psychotherapy modalities and the client populations they serve
Understanding of trauma-informed care, PTSD, and common psychiatric presentations
Awareness of psychiatric diagnoses and common treatment approaches
Experience with any of the following:
Jane (practice management)
Brevo (client communication)
Google Workspace or Microsoft 365

WHY JOIN MINDSEED
Meaningful work supporting trauma-informed mental health care
Fully remote role within an ambitious, purpose-driven organization
Real opportunity to shape client experience and internal systems from the ground up
Collaborative, supportive environment where care and initiative are recognized
Competitive compensation for a remote role: $1,200–$1,500 USD/month
HOW TO APPLY
Submit your CV and a brief cover letter outlining why you are a strong fit for this role. Shortlisted candidates will be asked to complete a short skills exercise as part of the selection process.

Only shortlisted candidates will be contacted. We appreciate every application.



MindSeed Health is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender identity, sexual orientation, national origin, disability, or any other protected characteristic. If you require accommodation during the application process, please reach out.