Administrative Assistant

Job Description

POSITION: Administrative Assistant
COMPANY: Heartspace Therapy Center
REPORTING TO: CEO
STATUS: Part-Time Employee; 10 to 20 hours/week
COMPENSATION: $18 - $22/hour depending upon experience
LOCATION: Remote; Florida preferred (US candidates only)
START DATE: May 4th
APPLICATIONS OPEN UNTIL: April 26th

About Heartspace Therapy Center
At Heartspace, we strengthen relationships by facilitating authentic connection. We integrate Catholic teaching with sound psychological principles in therapy, coaching, and custom workshops. Our mission is to renew the culture by helping families discover deep meaning and satisfaction in their relationships. We are here for each and every one of our clients.

About This Role
Heartspace Therapy Center is growing, and we are looking for a detail-oriented, proactive Administrative Assistant to help keep the heart of our operations beating. This is not a background role - you are often the first voice a client hears, and your warmth, professionalism, and follow-through directly shape their experience with us.
You'll support our therapists by managing client communications, scheduling, paperwork, and backend systems, freeing up our team to focus on delivering gold-standard care. The right person for this role doesn't wait to be told what to do; they anticipate needs, communicate proactively, and take ownership with grace and precision.
This is a long-term opportunity with a small, mission-driven team that genuinely cares about the people we serve and the people we work alongside.

You're a Perfect Fit If...
You are an overcommunicator - you believe in keeping everyone in the loop, proactively and thoroughly
You are a self-starter who thrives with autonomy and doesn't need to be micromanaged
Organization is not just a skill - it's part of how you're wired
You follow up without being asked and close loops naturally
You are comfortable and confident on the phone - warm, clear, and professional
People describe you as intuitive, genuine, and kind
You value mental health and align with a Catholic perspective on faith and human dignity
Professionalism is something you live, not just a word you know
You approach challenges with curiosity and resourcefulness - you Google first, ask second
You do small things with great love and hold yourself to a high standard
To be considered, please answer the final question on the application with the phrase "gold standard excellence." This confirms you read carefully. A skill we value deeply.
You are transparent and honest, even when it's uncomfortable
Gossip is something you want no part of
You are flexible, positive, and solution-oriented
You're available between 9 am-4 pm EST, Monday-Friday, 10-15 hours/week
You can respond to most communications within 12-24 hours, M-F
You're open to growing long-term with the company
Being flexible with plans is not something that makes you uncomfortable

If this sounds like you, we would love to meet you!

Responsibilities & Tech Stack

Client Communications & Scheduling
90% of this is done in the Jane App
Serve as the primary point of contact for new and current clients via phone (Grasshopper), email, and text
Schedule clients, gather intake information, send calendar links, and accommodate requests within appropriate boundaries
Follow up with prospective clients and build rapport with existing ones
Track new and current client status in our systems

Paperwork & Documentation
Send contracts, invoices, intake paperwork, superbills, and other client-facing documents
Assist clients in navigating and completing paperwork
Calendar Management
Manage Google Calendar and Jane App scheduling for therapists and appointments
Maintain accuracy and organization across all scheduling systems

Backend Systems & Operations
Keep backend tools organized: spreadsheets, PM tool (Trello), email inbox, and G Suite
Assist in developing and refining systems to improve efficiency and productivity
Maintain strict client confidentiality at all times - we are HIPAA compliant

Team Communication
Communicate with the team via Voxer, Trello, Email, and Google Meet
Attend weekly team meetings

Marketing Support
Send monthly newsletter via Kit (formerly ConvertKit)
Bonus: Experience with content creation and graphic design (Canva)

TOOLS
Communication
Gmail, Grasshopper, Google Meet, Voxer
Scheduling
Google Calendar, Jane App, Calendly
Project Management
Trello
Documents & Admin
Jane App, G Suite (Docs, Sheets, Forms, Meet)
Client Payments
Stripe, Jane App
Website
WordPress
Design
Canva
Email Marketing
Kit
Courses
Thinkific

This Role Is NOT For...
Someone who needs frequent check-ins or struggles with independent follow-through
Someone who has difficulty managing time, meeting deadlines, or staying organized
Someone who is not respectful of or aligned with the Catholic faith
Someone who is seeking counseling or coaching services from Heartspace (this creates a boundary conflict with your working relationship)

Benefits
4 paid mental health days per year (1 per quarter)
Annual training & education stipend for professional development
Flexible remote schedule
Meaningful work with a mission-driven team

About Our CEO, Regina Boyd
Regina Boyd is a Mental Health Therapist and the founder of Heartspace Therapy Center. She offers counseling, coaching, digital products, speaking engagements, and webinars to clients across the US. Regina is a devoted wife and mother whose faith is central to both her life and her work. She is caring, soft-spoken, values creativity, and appreciates a good listener. At Heartspace, she values professionalism, excellence, and a team she can trust completely.

Our Values:
Respect
We embody every interaction and session with great love, care, dignity, and unwavering respect for you.
Hope
We believe in facing every challenge with the conviction that nothing is "too far gone" and that better is possible.
Excellence
We believe in gold-standard care, ensuring compassion, attentive listening, and support are the foundation of healing.

Equal Opportunity
Heartspace Therapy Center believes every person is valuable and that we are all equal children of the one True God. We encourage diversity and welcome all backgrounds. We respect your whole self, including your religion, race, sex, and culture.

APPLY HERE: https://docs.google.com/forms/d/e/1FAIpQLSen2DWtDh3RndNKuVL56lW51xMzRmHskhnKx3Hy3cQR78t4WA/viewform?usp=publish-editor

About the Employer

About Heartspace Therapy Center
At Heartspace, we strengthen relationships by facilitating authentic connection. We integrate Catholic teaching with sound psychological principles in therapy, coaching, and custom workshops. Our mission is to renew the culture by helping families discover deep meaning and satisfaction in their relationships. We are here for each and every one of our clients.