Operations Assistant
Job Description
Thrive for the People, PLLC is a high-end group practice providing individual and couples therapy in Seattle, WA. We are located in the Ballard neighborhood. This practice serves clients who identify as helpers, givers, and fixers who are ready to focus on their own mental health needs. Our ideal clients are high functioning, high achieving, psychological minded, and insightful individuals who value mental health and therapy. They are willing to invest in themselves and the therapeutic relationship.
We value establishing quality relationships over the quantity of clients. We strive to serve clients sustainably by focusing on caring for ourselves as one of the many people we care for. Here at Thrive for the People, you will join a dynamic team of therapists and administrative staff who value each other, practice self-care, and hold a mindset of growth and abundance.
Thrive for the People offers a vibrant, thriving, and busy workplace. This is a process-oriented, relational, and emotionally focused group practice. We have a team of exceptional therapists and administrative staff to meet the needs of our diverse clients. The leadership team is committed to the mentorship and training of all staff. We strive to create a community of like-minded professionals who are invested in each other’s growth as individuals and professionals.
We are seeking a detail-oriented and organized individual to join our team as an Operations Assistant. The Operations Assistant will play a crucial role in ensuring the smooth day-to-day functioning of our practice. This role involves a combination of administrative, organizational, and customer service tasks to support the overall efficiency and effectiveness of our operations.
This is a W-2 position that is mostly remote. The ideal candidate will have the ability to work from their home office with privacy and confidentiality. They must also be able to travel to our Ballard office as well as to occasional events around the city and the state.
This practice values social justice and anti-oppression and strongly encourages individuals who identify as LGBTQ and/or persons of color to apply.
Start Date: As soon as possible
Pay: $35 per hour
Application: Send a resume and cover letter to Dr. Chain, President and Owner of the practice, at contact@thriveforthepeople.com
Duties and Responsibilities: 5-10 hours a week with the possibility of increased hours as the practice grows
Administrative Support
- Provide executive support to the President of the practice
- Protect the time, energy, and efforts of the President of the practice by creating ease and efficiency
- Supper therapists in their administrative tasks
- Maintain confidential client and business documents
- Other tasks as assigned
Client Support
- Answer phone calls, emails, and messages from potential clients and colleagues within 24 hours
- Conduct phone consultation and assess for fit with the practice and therapists
- Make matches between clients and therapists with at least a 30% conversion rate
- Provide appropriate and timely referrals to other providers and resources
- Maintain and up-to-date referral database of providers in the area
Marketing
- Assist in the development and execution of digital marketing strategies to reach a wider audience
- Monitor and optimize online advertising campaigns, ensuring maximum return on investment
- Maintain and update the website with blog posts, webpages, and content
- Support the planning and execution of events, workshops, webinars, and retreats to promote and deliver mental health services
- Collaborate with internal teams and external partners to ensure successful event outcomes
- Stay informed about industry trends, competitor activities, and emerging marketing strategies within the mental health sector
- Conduct market research to identify opportunities for growth and improvement
- Manage and maintain our social media accounts to increase brand awareness and engagement
- Implement social media campaigns, including creating content calendars, scheduling posts, and monitoring analytics
Office Organization
- Maintain a clean and organized office environment
- Monitor and replenish office supplies as needed
- Coordinator with vendors for office equipment maintenance
- Assist in the preparation of new office spaces
Communication and Coordination
- Assist in coordinating meetings and events
- Support in the implementation of office policies and procedures
Required Qualifications
- Align with the values of this group practice
- Bachelor’s degree in operations, management, business, psychology, social work, or related field
- Proven experience in administrative or operations roles, preferably in a healthcare or mental health setting
- Strong interest and experience in marketing, recruiting and retaining talent, and business development
- Passion for mental health advocacy and a genuine interest in making a positive impact
- High-level professional communication skills
- Emotional self-regulation during times of pressure and stress
- Ability to set goals and develop achievable timelines
- Highly developed self-awareness and openness to feedback
- Excellent organizational skills
- Strong analytical skills, attention to detail with an emphasis on accuracy
- Experience in customer service
- Enjoy working in a people-centered and relational team
- Enjoy learning new skills and problem-solving
- Enjoy mastering new technology
- Familiarity with social media platforms and digital marketing tools
- Proficiency in using office software and electronic health record (EHR) systems
- A home office that offers privacy and confidentiality
- The ability to travel to our Ballard office and events around the city and the state
- The ability to work some nights and weekends for our events or retreats
- Must have legal authorization to work within the United States
Preferred Qualifications
- 3-5 years of related, practical work experience in healthcare or mental healthcare
- Previous training in HIPAA compliance
- Previous experience in event planning or project management
