Part-Time Executive Assistant for Growing Practice Operations

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

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.