Personal Assistant/Office Admin Assistant

Job Summary

We are seeking a dynamic and highly organized Personal Assistant/Office Admin Assistant to support our executive team and ensure the smooth operation of our office, Jax Bch Counseling. This role offers an exciting opportunity to contribute to a vibrant workplace by managing administrative tasks, coordinating projects, and providing exceptional support that keeps our business running efficiently. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, ready to handle a variety of responsibilities with enthusiasm and professionalism.

Key ResponsibilitiesAdministrative & Therapist Coordination

• Calendar & Scheduling: Manage the therapist’s professional calendar, coordinate client appointments, manage intake requests, and handle rescheduling or cancellations.
• Client Correspondence: Act as the first point of contact for clients; respond to general inquiries via email and phone with warmth, professionalism, and strict confidentiality.
• Billing & Invoicing: Assist with basic billing tasks, sending invoices, tracking payments, and organizing receipts for professional expenses.
• Practice Maintenance: Help manage digital files, update client records securely, and coordinate logistics or paperwork for professional workshops, webinars, or continuing education.

Personal Assistance

• Daily Operations: Manage the therapist’s personal calendar, schedule personal appointments, and handle reminders for daily tasks.
• Travel & Logistics: Coordinate travel arrangements, including booking flights, hotels, and organizing itineraries for both personal and professional trips.
• Errands & Vendor Management: Oversee household or personal vendor coordination and handle general personal errands as needed.

Qualifications & Skills

• Experience: 1–3 years of experience as a Personal Assistant, Administrative Assistant, or Practice Coordinator (experience in a medical, psychological, or wellness setting is a major plus).
• Confidentiality: Strong understanding of privacy standards (such as HIPAA compliance, if applicable) and a strict commitment to maintaining client and personal confidentiality.
• Communication: Exceptional written and verbal communication skills; ability to interact with clients with empathy and professionalism.
• Tech Savviness: Proficiency with Google Workspace (Docs, Sheets, Calendar), communication tools, and a quick adaptability to electronic health record (EHR) or scheduling software.
• Soft Skills: Strong organizational skills, high emotional intelligence, and the ability to anticipate needs and pivot priorities effortlessly.

Pay: $25.00 per hour

Experience:

• Administrative assistant: 1 year (Preferred)

Location:

• Ponte Vedra, FL 32082 (Preferred)

Work Location: Hybrid remote in Ponte Vedra, FL 32082