Client Care Assistant (Full Time)

The Artful Life Counseling Center & Studio; Rial Side (MA); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Paid holidays

On-the-job training

Supportive supervision

Inclusive work environment

Artistic opportunities

Language fluency bonus

Job summary

The Artful Life Counseling Center & Studio is seeking a dependable Client Care Assistant to provide in-person administrative support at our Salem and Beverly offices. You will help clients navigate intake, maintain records, and support clinicians in building sustainable caseloads.

This full-time, 40-hour-per-week role emphasizes teamwork, reliability, and compassionate client service within a locally owned, women-led practice that values community wellness.

Qualifications

• Minimum 1–2 years of administrative or customer service experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Comfort using computers, email, scheduling systems, and everyday office software.

Responsibilities

• Serve as a welcoming point of contact for prospective and current clients.
• Coordinate intake information and help clients navigate the process.
• Maintain accurate client records and schedule appointments.
• Support communication between clients and clinicians and assist with referrals.
• Collaborate with the Client Care Manager to manage caseloads and referrals.

Skills

Administrative experience

Organizational skills

Communication skills

Reliability

Team collaboration

Education

College coursework in human services

Tools

Scheduling software

Email

Electronic health records (EHR)

Job description

Location: Salem & Beverly, MA | 100% In-Person
Schedule: Full-Time | 40 Hours per Week | Monday–Friday
Reports to: Client Care Manager

More Than an Administrative Position

At The Artful Life Counseling Center & Studio, we believe that access to quality mental health care begins long before someone enters a therapy room.

Our Client Care team plays an essential role in helping people find the right therapist, supporting our clinicians in building sustainable caseloads, and ensuring that everyone who reaches out to us experiences thoughtful, professional, and responsive communication.

We are seeking a dependable, organized, and motivated Client Care Assistant who takes pride in providing excellent administrative support and being part of a collaborative team.

This is a full-time, in-person position within our locally owned, women-led mental health practice. We are looking for someone who values steady, meaningful work, brings consistent attention and effort to their responsibilities, and understands the importance of being someone their colleagues can count on.

About The Artful Life

Celebrating 10 years of serving the North Shore, The Artful Life Counseling Center & Studio is an award-winning, locally owned, women-led mental health practice providing accessible, relationship-centered care to children, adolescents, adults, and families.

Our work has earned recognition from the U.S. Small Business Administration, local Chambers of Commerce, and the Massachusetts State Legislature for our contributions to community wellness and entrepreneurship.

With more than 40 clinicians and offices in Salem and Beverly, we offer the resources and stability of an established group practice with the creativity, connection, and collaborative culture of a community-based organization.

We believe that exceptional mental health care begins long before a client enters the therapy room. Our administrative team plays an essential role in creating a welcoming, supportive experience for clients and families while helping our clinicians focus on providing excellent care. We value the contributions of every team member and recognize that thoughtful, compassionate client service is central to our mission.

Why This Role Matters

For many people seeking therapy, reaching out is a significant first step. Our Client Care team helps make that experience welcoming, organized, and reassuring.

As a Client Care Assistant, you will support the daily operations of our Client Care department, helping prospective clients connect with appropriate therapists, coordinating intake information, maintaining accurate records, and supporting communication between clients and clinicians.

You will work closely with our Client Care Manager and fellow administrative team members to help clinicians build and maintain their caseloads and ensure that people seeking services receive timely, thoughtful attention.

Your work contributes directly to our ability to meet the mental health needs of the North Shore community.

What You'll Do

• Client Communication & Support: Serve as a welcoming and professional point of contact for prospective and current clients, responding to inquiries, conducting initial phone screenings, and helping clients navigate the intake process.
• Client Matching & Caseload Support: Work closely with the Client Care Manager and Clinical Director thoughtfully connect clients with appropriate clinicians, coordinate referrals, and help our therapists build and maintain consistent caseloads.
• Administrative Coordination: Manage intake paperwork, maintain accurate client records, track referrals and waitlists, and support scheduling and therapy group registration.
• Team Communication & Collaboration: Maintain clear, responsive communication with clients, clinicians, and administrative colleagues to ensure smooth coordination of care and daily operations.
• Organization & Follow-Through: Manage competing priorities, maintain confidentiality, complete assigned responsibilities accurately and on time, and contribute to an efficient, well-organized Client Care department.

Who We're Looking For

We are looking for someone who enjoys administrative work, values being part of a team, and takes genuine pride in being dependable and doing their job well. This role is great for those who like solving problems, doing puzzles, keeping things organized, and making connections.

The right candidate doesn't need extensive healthcare experience, but they should bring a strong work ethic, sound judgment, and a willingness to learn.

You will be successful in this role if you:

• Are reliable, punctual, and consistently engaged during your scheduled work hours.
• Take ownership of assigned tasks and follow through without needing frequent reminders.
• Stay organized and attentive to details, even when managing several responsibilities.
• Communicate with warmth, professionalism, and discretion.
• Are comfortable following established procedures while recognizing when to ask questions or seek guidance.
• Take initiative in completing your work and helping the team when additional support is needed.
• Are receptive to feedback and interested in developing your administrative skills.
• Understand that consistent effort, responsiveness, and teamwork are essential in a small business.
• Value a stable, full-time position where you can make a meaningful contribution to the organization and the people it serves.

Qualifications

Required

• Minimum 1–2 years of administrative, office support, or customer service experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Comfort using computers, email, scheduling systems, and everyday office software.
• Ability to manage routine responsibilities independently while working within established procedures.
• Demonstrated reliability, professionalism, and ability to work collaboratively.

Preferred

• Previous experience in healthcare, behavioral health, or another client-centered service environment.
• College coursework or a degree in human services, social work, or a related field.
• Familiarity with electronic health records or client management systems.
• Basic understanding of health insurance terminology.

Training will be provided on our systems, procedures, and administrative workflows.

Schedule & Work Location

This is a full-time, 40-hour-per-week position, Monday through Friday.

• Work is performed entirely in person at our Salem and Beverly offices.
• Regular travel between both office locations is required, reliable transportation is required.
• Consistent attendance, punctuality, and availability during scheduled work hours are essential.
• This position is not eligible for remote or hybrid work.

Compensation & Benefits

We offer a full-time position with a consistent weekday schedule and benefits that include:

• Health, dental and vision insurance
• Life insurance
• 401(k)
• Paid time off
• Paid holidays
• On-the-job training and supportive supervision
• A collaborative and inclusive work environment
• The opportunity to contribute to a locally owned organization making a meaningful difference in the community
• Opportunities to make and create art.
• Language fluency bonus for staff fluent in languages spoken within the communities we serve.

Our Commitment to Inclusion

The Artful Life is committed to cultivating a diverse, inclusive, and affirming workplace. We welcome applicants from different backgrounds, identities, and lived experiences who share our commitment to compassionate, culturally responsive mental health care.