Administrative Assistant

Job summary

Manage prospective client inquiries, intake calls, therapist matching coordination, scheduling, forms, follow-ups, and confidential records. Conduct physician outreach and relationship follow-up, coordinate meetings and presentations, and provide executive and general administrative support.

Job details

Administrative Assistant Be the First Voice They Hear Asking for therapy can take months of courage. By the time someone contacts MindSeed, they may have carried something painful for years, and how that first conversation goes can influence whether they take the next step. Our Purpose At MindSeed, we believe everyone deserves the kind of mental healthcare we would want for someone we love. We're a virtual psychotherapy centre serving clients across Ontario, committed to raising the standard of mental healthcare through clinical excellence, compassion, and continuous learning. But exceptional care doesn't begin in the therapy room. It begins with the first conversation, a thoughtful follow-up, or a trusted physician referral. Every interaction is an opportunity to help someone feel heard, supported, and confident in taking the next step. That someone could be you. Why This Role Matters You open the door. Your empathy, warmth, and professionalism help clients feel understood and supported from their very first interaction. You connect people to care. By building relationships with physicians and healthcare professionals, you help more people find the support they need. Reliability is care here. A prompt reply, an accurate detail, or a follow-up that happens as promised can make a meaningful difference. We invest in your growth. Join a culture of compassion, accountability, and continuous learning, with training, mentorship, and guidance as you develop your skills. Are you someone people can count on when it matters most? Do you take pride in the details and find purpose in helping others on their journey toward healing and living fuller lives? If so, we'd love to meet you. Your Role at MindSeed You'll support the client journey from first contact to care while helping strengthen our physician partnerships and day-to-day operations. This role combines client intake, outreach, executive assistance, and administration. You'll receive structured training and ongoing guidance from our Administrative Coordinator and experienced team members as you develop the skills to manage your responsibilities independently. We're looking for someone eager to learn, receptive to feedback, and committed to growing with MindSeed. What You'll Be Doing Client Intake & Coordination Respond to prospective clients by phone and email, conduct intake calls using established guidelines to understand their needs, and coordinate appropriate therapist matches with the clinical team. Manage scheduling, forms, follow-ups, and inquiries about services, fees, insurance, and billing. Maintain accurate, confidential client records and escalate complex or clinical matters appropriately. Physician Outreach & Relationships Conduct phone and email outreach to physicians, clinics, and healthcare professionals using established outreach plans, with guidance as needed, and build relationships through consistent follow-up. Coordinate meetings, presentations, and Lunch & Learn sessions. Track outreach activities, maintain records, and prepare correspondence, materials, and research. Executive & General Administration Support the Founder & Clinical Director with scheduling, meeting coordination, and occasional personal administrative tasks. Assist with newsletters, communications, workshops, team initiatives, and maintaining organized administrative workflows. Who We're Looking For We're looking for someone who brings genuine empathy, a strong work ethic, attention to detail, and a willingness to learn. You don't need extensive experience, but you should take pride in doing things well and be motivated to grow. Exceptional communication: Fluent, confident, and professional in spoken and written English, especially over the phone. Organization & reliability: Detail-oriented, able to manage multiple tasks, and committed to following through. Willingness to learn: Curious, adaptable, receptive to feedback, and motivated to develop new skills. Initiative & problem-solving: Proactive in taking ownership of assigned tasks, comfortable asking questions, and willing to seek guidance when needed. Relationship-building: Naturally warm, personable, and comfortable engaging with clients and healthcare professionals. Technology & discretion: Comfortable learning digital tools, collaborating remotely, and handling confidential information responsibly. *** Experience & education:** Previous experience in administration, customer service, or a related role is an asset, but not required. A university degree is preferred, but equivalent experience or demonstrated potential is welcome. Nice to Have: Experience in healthcare or mental health, physician outreach, Canadian or U.S. organizations, or client management/electronic health record systems. Compensation & Logistics Location: Fully remote, open to candidates worldwide. Schedule: Full-time, Monday to Friday, 9:00 AM–5:30 PM Eastern Time. Compensation: 1,100-1,500 CAD/month, depending on experience and qualifications. Start: As soon as possible. Requirements: Reliable computer, high-speed internet, and a quiet, private workspace suitable for confidential calls. Hiring Process Shortlisted applicants will complete a practical take-home assessment evaluating communication, organization, problem-solving, and attention to detail, followed by interviews for selected candidates. Only candidates selected to move forward will be contacted.

What you’ll do

Manage prospective client inquiries, intake calls, therapist matching coordination, scheduling, forms, follow-ups, and confidential records. Conduct physician outreach and relationship follow-up, coordinate meetings and presentations, and provide executive and general administrative support.

Requirements

The role calls for strong professional spoken and written English, empathy, reliability, organization, attention to detail, initiative, and discretion with confidential information. Prior administrative or customer service experience is an asset but not required; a university degree is preferred, and candidates need a reliable computer, high-speed internet, and a private workspace.

Listed skills

• scheduling · Preferred
• Relationship Building · Preferred
• Administrative Support · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Intake
• Phone and Email Communication
• Scheduling
• Client Coordination
• Physician Outreach
• Relationship Building
• Administrative Support
• Executive Assistance
• Recordkeeping
• Confidentiality
• Organization
• Attention to Detail
• Problem-Solving
• Follow-Up
• Digital Tools

Job areas

• Administrative
• Healthcare
• Customer Service & Support