Client Care & Administrative Assistant

*About the Role*

At True Living Counselling & Coaching, we believe that meaningful care begins before a client ever enters the therapy room. Every phone call, email, and welcome at the front desk is an opportunity to help someone feel comfortable, supported, and connected.

We're looking for a warm, organized, and dependable Client Care & Administrative Assistant to join our growing counselling practice. Working alongside our existing Client Care & Office Coordinator, you'll help ensure our clients feel welcomed, our therapists feel supported, and our clinic runs smoothly throughout the day.

This is a great opportunity for someone who enjoys connecting with people, keeping things organized, and being part of a team that makes a meaningful difference in people's lives.

You'll have an established coordinator to work alongside, with shared responsibilities, clear communication, and opportunities to contribute to the day-to-day success of our practice.

*What You'll Be DoingSupporting Our Clients*

* Welcome clients as they arrive and help create a calm, comfortable, and inviting reception experience.
* Answer incoming calls and respond to emails and client inquiries with warmth, professionalism, and compassion.
* Assist prospective clients with general questions about our services, booking options, and next steps.
* Help coordinate appointments and connect clients with the appropriate therapist when needed.
* Ensure intake forms have been completed
* Handle client information with discretion, sensitivity, and respect for confidentiality.

*Keeping Things Organized*

* Schedule appointments, manage cancellations, and coordinate changes through Jane, our practice management system.
* Confirm appointments and follow up on outstanding administrative tasks.
* Support payment processing, direct billing, and accurate client account information.
* Keep client records and administrative information organized and up to date.
* Communicate scheduling updates and important information to therapists and the coordinator.

*Supporting Our Team*

* Work collaboratively with our Client Care & Office Coordinator to manage daily administrative tasks and maintain consistent client service.
* Help ensure phones, emails, and client requests are attended to during your scheduled shifts.
* Assist therapists with routine administrative needs and scheduling questions.
* Notice what needs to be done, take initiative, and communicate when additional support is needed.
* Help maintain continuity of administrative coverage across different shifts.

*Social media and marketing support*

* Post regularly on True Living's social media accounts, following the content calendar and brand guidelines.
* Help create simple posts, graphics, and captions, such as therapist spotlights, group announcements, blog shares, and community events.
* Help prepare and send the practice newsletter through Mailchimp, and support the website and community outreach materials as needed.

*Office systems and processes*

* Develop, document, and improve administrative processes so the office runs smoothly and consistently.
* Maintain and update the True Living policy and procedures handbook as processes change.
* Identify gaps or inefficiencies and suggest practical solutions.

*Caring for Our Space*

* Keep the reception area, waiting room, and shared spaces tidy, organized, and welcoming.
* Restock office supplies and report inventory or maintenance needs.
* Assist with opening and closing procedures as scheduled.
* Complete light daily tidying to ensure the clinic is ready to welcome clients.

*What We're Looking For*

We're looking for someone who is friendly, reliable, proactive, and comfortable balancing client interactions with administrative responsibilities.

The ideal candidate:

* Enjoys helping people and creating a positive first impression.
* Is warm, approachable, professional, and compassionate.
* Has strong organizational skills and attention to detail.
* Communicates clearly and professionally by phone, email, and in person.
* Can manage competing priorities and stay calm during busy periods.
* Takes initiative while working collaboratively with the coordinator and therapists.
* Is comfortable using computers and learning new software.
* Understands the importance of confidentiality and professional boundaries.
* Is dependable, punctual, and flexible with scheduling.
* Is willing to pitch in and help wherever needed.

*Education and Experience*

* High school diploma or equivalent required.
* Current or past studies in psychology
* A diploma or certificate in Office Administration, Medical Office Administration, Business Administration, or a related field is preferred.
* Previous reception, administrative, customer service, or office experience is an asset.
* Experience in healthcare, counselling, or wellness is an asset.
* Familiarity with Jane, electronic records, or direct billing is an asset.

*Independence, Initiative & Ownership*

We're looking for someone who takes pride in their work and doesn't always need to be told what to do next. While you'll work closely with our Client Care & Office Coordinator and have support when you need it, we value someone who can confidently manage their responsibilities, recognize what needs attention, and take initiative.

You'll have opportunities to:

* Work independently during your scheduled shifts and confidently manage day-to-day responsibilities.
* Identify tasks that need attention and follow through without constant supervision.
* Think proactively, solve routine problems, and suggest ways to improve how we do things.
* Take ownership of your work while knowing when to ask questions or involve the coordinator.
* Help ensure clients and therapists receive consistent, thoughtful support, even when working different shifts.

*Why Join True Living?*

At True Living, we want our team members to feel supported and valued, just as we want our clients to feel supported and cared for.

* Be part of a growing counselling practice with a compassionate, collaborative team.
* Make a meaningful contribution to the experience of individuals, couples, children, and families seeking support.
* Enjoy a varied role that combines people-focused work with organization and administration.
* Work alongside an established coordinator and a team of dedicated therapists.
* Team social gatherings
* Help create a welcoming environment where the small details matter.

*How to Apply*

If this sounds like a role where you would thrive, we'd love to hear from you!

Please submit your resume and a brief cover letter telling us about yourself, your relevant experience, and why you'd like to join True Living Counselling & Coaching. Send your application to

Please complete this form after submitting your resume:

Accepting Applications until Nov. 27 or until suitable candidate has been accepted

Position start date: January 2027

Pay: $19.00-$22.00 per hour

Expected hours: 25.0 per week

Benefits:
* Company events
* On-site parking
* Paid time off

Work Location: In person