Executive Assistant & Practice Operation

Counseling Speaks; Barrington (IL); On-site; USD 18,000 - 28,000; Part time

Job summary

Illinois Group Counseling Practice is seeking an organized Executive Assistant to act as the owner’s right hand. This independent-contractor, part-time role focuses on organizing the business, managing priorities, and advancing projects to keep the practice running smoothly.

You will coordinate calendars, maintain tasks, and organize emails and documents in Google Workspace, TherapyNotes, and Gusto. The role requires proactive communication and confidentiality with sensitive information.

Qualifications

• Experience in healthcare, behavioral-health, private-practice, or executive-assistant role preferred.

Responsibilities

• Manage the owner's calendar, meetings, reminders, and daily priorities.
• Maintain a master task list and follow up on outstanding items.
• Keep track of deadlines, projects, meetings, and important practice decisions.
• Organize emails, documents, spreadsheets, and files in Google Workspace.
• Coordinate with therapists, contractors, vendors, and other business contacts.
• Help manage clinician onboarding and administrative projects.
• Maintain and organize information in TherapyNotes.
• Assist with administrative tasks in Gusto.
• Prepare meeting agendas, notes, checklists, and follow-up items.
• Research and organize information needed for business decisions.
• Help create systems and processes that keep the practice running smoothly.
• Follow up with people on the owner's behalf when appropriate.
• Identify tasks that need attention and bring them to the owner's attention proactively.
• Help turn the owner's ideas into organized, actionable projects.

Skills

Extremely organized

Proactive

Strong communicator

Professional writer

Independent worker

Follow-up & accountability

Tech-savvy

Google Workspace

TherapyNotes

Gusto

Confidential information handling

Healthcare/private practice experience

Tools

Google Workspace

TherapyNotes

Gusto

Job description

Executive Assistant / Right-Hand Support

Illinois Group Counseling Practice | Independent Contractor | Part-Time

We are looking for a highly organized, proactiveExecutive Assistant to work directly with the owner of a growing group counseling practice in Illinois.

This person will serve as the owner'sright hand—helping organize the business, manage priorities, keep projects moving, and make sure important tasks don't fall through the cracks.

What You'll Do

• Manage the owner's calendar, meetings, reminders, and daily priorities
• Maintain a master task list and follow up on outstanding items
• Keep track of deadlines, projects, meetings, and important practice decisions
• Organize emails, documents, spreadsheets, and files inGoogle Workspace
• Coordinate with therapists, contractors, vendors, and other business contacts
• Help manage clinician onboarding and administrative projects
• Maintain and organize information inTherapyNotes
• Assist with administrative tasks inGusto
• Prepare meeting agendas, notes, checklists, and follow-up items
• Research and organize information needed for business decisions
• Help create systems and processes that keep the practice running smoothly
• Follow up with people on the owner's behalf when appropriate
• Identify tasks that need attention and bring them to the owner's attention proactively
• Help turn the owner's ideas into organized, actionable projects

What We're Looking For:

The right person is:

• Extremely organized and dependable
• Proactive rather than waiting to be told what to do
• Comfortable managing multiple priorities
• A strong communicator and professional writer
• Comfortable working independently
• Good at following up and holding projects accountable
• Tech-savvy and comfortable learning new systems
• Experienced withGoogle Workspace
• Comfortable learningTherapyNotes and Gusto
• Able to handle confidential business and practice information professionally
• Healthcare, behavioral-health, private-practice, or executive-assistant experience is a plus

Compensation: depending on experience and level of responsibility.

Approximately5–15 hours per week, with flexibility based on the practice owner's needs with opportunity for part and full time work.

Additional larger assignments or special projects may be compensated at aflat project rate agreed upon in advance.

Contractor Structure: This is anindependent-contractor, project-based position working directly with the practice owner.

The schedule is flexible, but the contractor must be responsive, organized, meet deadlines, and consistently follow through on assigned responsibilities.

The Goal of This Role: The goal isn't simply to complete administrative tasks. Your job is to help the owner stay organized, stay focused, and stay ahead.You will help turn ideas into action, keep track of the details, follow up with the right people, and create enough organization around the owner that the practice can continue to grow without everything depending on the owner remembering every detail.