Administrative Assistant & Client Care Specialist (Bilingual Spanish/English)

About the role

We are a growing psychotherapy and coaching organization seeking an exceptionally organized, technology‑savvy person to support our clients, therapists, and leadership team. This hands‑on role combines administrative assistance, client care, scheduling, operations, outreach, and social media support.

Key responsibilities

• Answer and return calls, texts, and online inquiries; assist prospective and current clients with intake, scheduling, cancellations, and follow‑ups.
• Manage calendars, keep therapist schedules accurate, and provide a warm, professional experience in every client interaction.
• Support the CEO and therapists with daily administrative needs, track tasks, deadlines, and assist with therapist onboarding, off‑boarding, and internal processes.
• Maintain organized workflows, track self‑pay and insurance accounts receivable, coordinate payment follow‑ups, and learn billing processes.
• Follow up with prospective clients, maintain referral relationships, write and schedule social media posts, and monitor performance.

Required profile

• C2‑level English proficiency and fluency in Spanish.
• Excellent English writing skills and a warm, confident phone presence.
• Strong organization, attention to detail, and ability to manage changing priorities independently.
• Discretion handling sensitive information and reliable remote workstation setup.

Required skills

• Microsoft 365 (Outlook, Excel, Word, Teams).
• Trello or similar project‑management tools; experience with GoHighLevel is a plus.
• Proficiency with AI tools and ability to learn new software quickly.