Executive Assistant

Job Summary

We are looking for an organized, proactive Executive Assistant to support a busy wellness practice with day-to-day administration and social media. You will keep the inbox and calendar under control, follow up on billing and client communications, and turn existing content into scheduled social media posts. The ideal candidate is a self-starter who enjoys building systems and has a creative side and a genuine interest in mental health or holistic wellness.

Key Responsibilities

• Manage and organize the inbox: filter junk, sort emails into folders, and flag priority messages
• Separate work and personal items and create to-do lists with action items and deadlines
• Respond to routine email requests and invitations on the owner’s behalf
• Manage the calendar, including setting up away messages and out-of-office coverage
• Follow up with third-party billing platforms through their help desks on claims and payment questions
• Audit weekly billing to confirm all sessions were charged, and send short follow-up messages on missed charges
• Review and approve routine scheduling requests such as reschedules
• Create new forms and intake workflows, and organize digital files and folders
• Repurpose existing website copy, presentations, and educational materials into weekly social media posts in the owner’s voice, and schedule them using social media scheduling tools

Mandatory Skills

• Proven experience in executive or administrative assistance, including email and calendar management
• Strong organizational skills and a natural ability to create systems
• Experience with Google Workspace or similar tools, and with creating online forms
• Experience scheduling social media content with tools such as Later, Buffer, or similar
• Comfortable using AI tools to draft content in a defined brand voice
• Excellent written English and strong communication skills
• Ability to take initiative and figure out new platforms independently
• Handles confidential information with discretion and professionalism
• Reliable, detail-oriented, and able to work independently

Preferred Skills

• Interest in or basic knowledge of mental health, wellness, or holistic health
• Creative eye for social media content, with experience in Canva or similar design tools
• Experience supporting a healthcare, therapy, or wellness practice
• Familiarity with insurance or billing follow-up, or practice management platforms
• Experience creating content from existing materials such as presentations or website copy
• Ability to manage multiple tasks and priorities simultaneously

Why Join Us

This is a great opportunity to work directly with a warm, supportive professional in a meaningful field. You will have room to take initiative, build systems, and show your creative side beyond administrative work. The role can grow in scope as the practice expands.

Work Schedule

Monday to Friday, 2 hours per day, schedule flexible to overlap her availability, time zone [EST]