Gateway Counseling Executive Assistant

Socket.dev; Poulsbo (WA); On-site; USD 13,253,000 - 13,611,000; Part time

Benefits offered by this job

Sick Leave

Employee Assistance Program

Job summary

Gateway Counseling is seeking an Executive Assistant to provide part-time administrative support at the Poulsbo Campus. The role emphasizes confidentiality, client-facing service, and coordination with the Counseling Director.

Proficiency in Microsoft Office, EMR systems, and content updates is essential. The position is in-person, 10 hours per week, offering Sick Leave and an Employee Assistance Program to support staff.

Qualifications

• Two years of administrative experience in a medical/behavioral health or related healthcare environment.
• Ability to handle sensitive information with confidentiality and professionalism.
• Excellent customer service and welcoming experience for clients, staff, and providers.
• Strong verbal and written communication skills with professional phone etiquette.
• Excellent organizational, multitasking, and time-management skills with attention to detail and accuracy.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Teams, SharePoint).
• Experience with EMR systems.
• Experience with Adobe Acrobat, Canva, InDesign, and Word mail merge.

Responsibilities

• Serve as primary contact for client communications: calls, messages, scheduling, and directing clients to clinicians.
• Maintain confidentiality and professionalism with sensitive information.
• Maintain confidential client records in HIPAA-compliant manner.
• Develop and improve intake documentation workflows and autofill forms.
• Coordinate with Counseling Director on priorities and projects.
• Manage onboarding materials for new therapists and EMR documentation.
• Generate and distribute reports from EMR as requested.
• Create and coordinate print and digital materials (brochures, signage, mailings).
• Support marketing/outreach with promotional materials and event resources.
• Update counseling website content and therapist profiles.

Skills

Administrative experience

Confidentiality

Customer service

Verbal & written communication

Organization & multitasking

Microsoft Office

EMR systems

Adobe Acrobat

Canva & InDesign

Social media basics

Independent work

Adaptable

Tools

Microsoft Word

Outlook

Excel

PowerPoint

Teams

SharePoint

EMR software

Job description

Description

Program/Department: Gateway Church / Counseling

Job Title: Gateway Counseling Executive Assistant

Reports To: Gateway Counseling Director

JOB OVERVIEW

Gateway OneTeam members will support and demonstrate an understanding of the church’s mission: Presenting Hope and Developing People. Key qualifications include possessing a character that reflects biblical godliness and demonstrating a meaningful, personal relationship with Jesus Christ. Key qualifications include possessing a character that reflects biblical godliness and demonstrating a meaningful, personal relationship with Jesus Christ, and active involvement in a local church are essential.

• Job Status: Non-exempt, Part-time non-regular, 10 hrs/wk
• Location: In-person, Poulsbo Campus
• Salary: $18.00 - $19.00/hr
• Work Location: In-person, Poulsbo Campus
• Benefits: Sick Leave, Employee Assistance Program

KEY RESPONSIBILITIES

Responsibilities

• Serve as the primary point of contact for client communications, including answering incoming calls, returning messages, scheduling appointments, and directing clients to appropriate clinicians.
• Demonstrate the highest level of confidentiality and professionalism in handling sensitive client, staff, and organizational information.
• Maintains confidential client records in compliance with HIPAA and organizational policies, including document processing, scanning, uploading, filing, retention, and secure disposal.
• Develop, maintain, and improve intake documentation workflows, including creation of autofill forms, written procedures, and process improvements to support efficient client onboarding.
• Partner closely with the Counseling Director to coordinate priorities, manage projects, and support departmental operations.
• Manage onboarding materials for new therapists, including forms, business cards, badges, promotional materials, and EMR documentation.
• Generate, compile, and distribute reports and data from the Electronic Medical Record (EMR) system as requested.
• Create, revise, and coordinate the production of brochures, presentations, signage, mailings, and other print and digital communications materials.
• Support marketing and outreach initiatives by preparing and distributing promotional materials and event resources.
• Maintain and update counseling website content, including therapist profiles, service information, provider rosters, and fee schedules.
• Create and publish content on social media platforms, including Facebook and Instagram, as directed.
• Complete administrative tasks and projects accurately, efficiently, and on schedule.
• Perform other related duties as assigned.

Job Requirements

• Minimum of two (2) years of administrative experience in a medical, behavioral health, mental health, counseling, or related healthcare environment.
• Demonstrated ability to handle sensitive client and organizational information with the highest level of confidentiality and professionalism.
• Exceptional customer service skills and commitment to providing a welcoming, supportive experience for clients, staff, and providers.
• Excellent verbal and written communication skills, including professional phone etiquette.
• Strong organizational, multitasking, and time-management skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, Teams, and SharePoint.
• Experience working with Electronic Medical Record (EMR) systems.
• Proficiency with Adobe Acrobat, Canva, InDesign, and Microsoft Word mail merge.
• Experience with social media platforms, including Facebook and Instagram, and familiarity with content creation tools.
• Ability to work independently, prioritize competing demands, and collaborate effectively within a team environment.
• Adaptable, teachable, and receptive to training, feedback, and changing priorities.
• Maintains a professional demeanor, appearance, and positive attitude consistent with the values of Gateway Counseling.