Administrative Assistant

As Boyd Counseling Services continues to grow the administrative assistant is needed to help support the inner workings of the backend of the business such as scheduling clients, sending invoices & contracts, and general administrative support. The administrative assistant will help us to free up time and support us in following up with clients. The administrative assistant position is a pivotal support role for the continued growth of the company.

Boyd Counseling Services is looking for a highly organized administrative assistant to support our small and mighty team. This person is often the first point of contact for new clients. Our goal is to make sure our clients are feeling happy and well cared for after each interaction with us. A large portion of this position requires speaking with clients via telephone (Grasshopper app), email, and text messages to get clients' requests taken care of in a timely fashion.

The candidate that joins us will do well if they have previous experience in a customer service and support role. BCS offers their employees 4 (1 per quarter) paid mental health days per year as well as a training & education stipend annually for professional development. If you're looking for a part-time employee admin position, we hope you will prayerfully consider joining our team!

You're Perfect For Boyd Counseling Services If...
You have excellent verbal and written communication skills
You value mental health from a Catholic perspective
People describe you as a "go-getter"
You are a self starter and have a great deal of autonomy
Organizing is one of your love languages
You are solution oriented and can utilize Google and tech support, but are not afraid to come with curiosity
Doing small things with great love is part of who you are
You do the best you can to avoid error
Have an affinity for excellence and often find yourself going above and beyond
Have availability to work flexibly between the hours of 9am - 4pm EST
Can respond to most communication within 12-24 hours M - F
You love boundaries and know how to respect your own as well as others'
You pay attention to detail - answer number 25 on the application with "gold standard excellence" regardless of the question
You are open to a long term position and would like to grow with the company
You are often described as intuitive
You are eager to learn
You are genuine and kind
Gossip is something you avoid like the plague
The word "Professionalism" is more than a word to you
You are happy and positive
You take ownership
Being flexible with plans is not something that makes you uncomfortable

If this sounds like you, we would love to meet you!

RESPONSIBILITIES:

Admin
Speaking with clients daily, gathering client info, sending calendar links, accommodating client requests (within reason), following up with potential clients, building rapport with current clients
Scheduling Clients
Tracking new client and current client status
Assist in optimizing and maintaining client database
Sending Paperwork
Sending contracts, invoices, new client intake paperwork, superbills, etc.
Assisting clients with how to submit paperwork
Calendar management
Google and Jane app calendar management for therapist(s) and their appointments for BCS
Keeping backend systems organized
Spreadsheets, PM tool, email inbox, G Suite
Assist DOO in developing systems to increase efficiency and productivity

Interteam Communications
Voxer, Trello, Email, Google Meet
Weekly team meetings
MUST maintain strict confidentiality of each client and their situation
We are HIPPA compliant

Social Media
Scheduling posts via creator studio to Facebook and Instagram
Monthly newsletter via Kit (ConvertKit)
Bonus if you have experience creating content and graphics

SYSTEMS USED:

G Suite (Gmail, sheets, forms, docs, calendar, meet)
Trello
Squarespace/Wordpress
Grasshopper
Calendly/Jane app

Canva
Stripe
Zoom
Thinkific
Meta Creator Studio (FB & IG)

This Position is NOT for...
Someone that is not responsible or responsive
Someone who struggles with time management, meeting deadlines, or staying organized
Someone that is not respectful of the Catholic faith
Someone that needs to be micromanaged and doesn't have autonomy
Someone interested in seeking counseling or coaching with Boyd Counseling Services (this would overstep the boundaries of your working relationship with our team)

ABOUT OUR CEO, REGINA BOYD:
Regina is a Catholic Mental Health Therapist & founder of Boyd Counseling Services. She offers counseling, coaching, digital products, speaking engagements, and webinars to her clients and is currently serving clients throughout the US. She is living out her vocation as a wife and mother. Her faith is very important to her and the people she serves. She is always caring, values creativity, is soft spoken and appreciates a good listener. She likes to present herself and her company in a professional manner.

OUR VALUES:
Our Catholic Faith
Small Things with Great Love
Offer Hope
Be Unrivaled / Go Beyond / Gold Standard Excellence

Boyd Counseling Services believes that every person is valuable and we are all equal children of the one True God. We encourage diversity and welcome all backgrounds. We respect your religion, race, sex, and culture.