administrative assistant - office

We are seeking a friendly, organized, and professional Administrative Assistant to support the daily operations of our counselling office. The successful candidate will provide administrative support to counsellors, assist clients with appointment scheduling and inquiries, maintain confidential records and billing/invoicing. The ideal candidate is compassionate, detail-oriented, and comfortable working in a mental health or counselling environment where confidentiality, professionalism, and client care are essential.

Key Responsibilities

• Greet clients warmly and professionally, both in person and over the phone.
• Schedule, confirm, reschedule, and cancel client appointments.
• Manage phone calls, emails, and general client inquiries.
• Maintain accurate and confidential client records, files, and documentation.
• Assist counsellors with administrative tasks, forms, reports, and correspondence.
• Process payments, issue receipts, and assist with billing and invoicing as required.
• Coordinate appointment reminders and follow-ups.
• Maintain the reception area, office supplies, and general office organization.
• Assist with electronic health records, scheduling software, and other office systems.
• Handle sensitive information with discretion and in accordance with privacy policies.
• Communicate professionally with clients, counsellors, and external service providers.
• Support other administrative duties as needed.

Qualifications and Skills

• Previous administrative or receptionist experience is preferred.
• Experience in a counselling, healthcare, mental health, or professional office setting is an asset.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office, email, calendars, and general computer applications.
• Ability to learn scheduling systems and electronic record-keeping software.
• Strong attention to detail and accuracy.