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