Executive Assistant / Operations Manager (Psychotherapy Group Practice) – Long-Term Role
Hours: Starting at 8 hours/week, with opportunity to expand as the company grows
Type: Freelance (Upwork)
Location: Remote
Industry: Psychotherapy / Counseling Group Practice
Reports to: CEO
About Us
We are a growing psychotherapy and counseling group practice with a team of 10 clinical counselors. We provide compassionate, client-centered mental health services—and we are in a phase of operational restructuring and strategic scaling.
We are looking for a highly experienced Executive Assistant who understands the inner workings of a mental health practice from day one and can support the CEO in managing and eventually running day-to-day operations.
Role Overview
This is NOT a typical administrative assistant role.
We are seeking a self-starter, a builder, and a strategic thinker—someone who can take high-level direction and independently design, implement, and manage the systems that run the company.
You must have direct experience running or managing a psychotherapy, counseling, or mental health group practice.
You will be responsible for creating operational structure, optimizing workflows, building systems, and ensuring the business is efficient, compliant, and profitable.
As the company grows, this role will evolve into a higher-level operations leadership position.
Key Responsibilities
Executive & Administrative Support
Work directly with the CEO on strategic and operational priorities.
Anticipate needs and take initiative without being asked.
Manage calendars, communication, documents, and project timelines.
Operations & Systems Development
Build SOPs, workflows, and company processes from scratch.
Organize the internal structure of the psychotherapy practice.
Ensure systems are running smoothly and efficiently across all departments.
Implement cost-saving measures and revenue-generating processes.
Coordinate daily operations across a team of 10 clinical counselors.
Practice Management
Oversee scheduling, intakes, workflows, client flow management, and administrative functions.
Support compliance, documentation standards, and policy development.
Improve operational efficiency and ensure therapists have what they need to succeed.
Business Growth & Leadership
Monitor business performance metrics and operational KPIs.
Recommend solutions for scalability and stability.
Eventually contribute to managing the entire practice's operations.
Requirements
Must-Have Skills & Experience
Direct experience in psychotherapist/counseling group practice operations (mandatory).
Proven experience supporting or managing at the executive level.
Strong knowledge of mental health practice workflows, compliance, and administrative functions.
Ability to develop systems, processes, and SOPs independently.
Demonstrated success in operations, administration, or practice management.
Personal Qualities
A self-starter who takes initiative without hand-holding.
Highly organized, detail-oriented, and proactive.
Strong leadership and communication skills.
Comfortable building structure from the ground up.
Solution-oriented and capable of problem-solving in real time.
Software Experience (Preferred)
EMR/EHR platforms
Practice management systems
Scheduling and billing platforms
Microsoft 365 tools (Excel, SharePoint, Teams)
Compensation & Growth
Starting at 8 hours per week
Hours will increase as the company grows and systems are built
Long-term role with potential to evolve into Operations Manager or Director
How to Apply
Please submit:
A brief introduction
-Your relevant experience in psychotherapy or ---counseling practices
-Examples of systems or SOPs you have created
Contract duration of more than 6 months. with 30 hours per week.
Mandatory skills: Executive Support, Agile Project Management, Digital Strategy, Digital Project Management, Task Creation, Team Management, Health & Wellness