Operations Lead/Personal Assistant
About the Role
We are looking for a team member who is as passionate as we are about our mission to serve the mental health needs of our community and possesses the adaptability and flexibility that a newer business requires. You’ll wear a lot of hats and have the opportunity to provide valuable support for both team members and clients to help grow and shape Simply Being Wellness Counseling and provide primary support to Krystal as CEO. We’re looking for a team member who wants to grow with us. If you are interested in the role, please send an email to info@simplybeingcounseling.com and we will respond to you within 72 hours.
Ideal Candidate:
Has experience as support staff in a clinical setting
Understands mental health needs and is able to collaborate with mental health clinicians for appropriate treatment referrals
Able to work 10-20 hours per week and is local to Hartford County
As the Executive Assistant/Operations Lead you will:
Be our CEO (Krystal’s) right hand
Anticipate the needs of them and the business and strive to make their life easier, more efficient, and more delightful.
Manage CEO’s schedule, calendar, and email, including being the point of contact and organizer for podcasts and speaking engagements.
Pro-actively organize and create better workflows for Krystal’s Google Drive, Asana, and Email.
Managing multiple email inboxes, including drafting, creating templates, and sending email for both self and Krystal.
Track and manage online course participants of Getting Real About Self-Care course/program
Assist in moderating paid groups and creating and maintaining a welcoming. Providing customer service and processing refund requests.
Create, maintain, and optimize a lead tracking system and CRM for paid programs and speaking/consulting work. We currently use Dubsado.
Coordinate events and update calendar for SBWC
Provide Administrative & Operations Support
Provide prompt customer service and logistical support (systems, tech, and scheduling) to clinicians and clients (when necessary) via email or phone. Be a liaison between leadership and staff, staff clinicians, clients, and the systems we have to support them
Send and track invoices for speaking/teaching/consulting for all staff
Ongoing administrative check-ins and troubleshooting with staff as needed
Have a loose understanding on what’s going on within other departments and collaborate with other staff members and contractors to make sure everything is running smoothly
Work with HR and Operations to onboard and off-board new staff members and create, maintain, and optimize onboarding and off-boarding policies & procedures.
Scheduling and communicating about meetings for all staff, including scheduling Zoom meetings, calendar invitations, and reminders.
Check various tech tools frequently for messages that need action steps taken (Asana, email, Voxer, Simple Practice, Thinkific, Slack)
Download and upload videos via Zoom, Vimeo, and Youtube.
Office Management tasks that can be done digitally (ordering supplies and tracking deliveries, talking to various customer service representatives to resolve tech or physical space issues)
Provide basic staff support for insurance billing and Client EHR issues
Marketing Support (creation, maintenance, and optimization of sales pages, funnels, and webinar stacks, copywriting and editing, canva graphics creation, facebook and google ads, strategy and optimization, SEO, repurposing content)
Basic website maintenance and optimization (Squarespace)
Program creation and delivery support: creating, maintaining, and optimizing powerpoints and worksheets, basic video editing, brainstorming ways to make the client experience more delightful.
Office Management tasks: supervising deliveries and unpacking boxes, light cleaning, plant care, creating and maintaining a welcoming environment. (if local to central CT)
Track Data & Create Systems
Creating reports and action steps from qualitative and quantitative survey results
Creating, maintaining, and optimizing automations across multiple tech platforms.
Create, maintain, and communicate to staff when necessary about new policies and procedures and reminders to follow systems we have set up.
Assist in creating and maintaining various ongoing projects for better internal systems management, including but not limited to: a manual for your position, general policies and procedures, HIPAA and PCI compliance
Create and maintain Key Performance Indicators for business
Document and record your processes and procedures on an ongoing basis