Administrative Assistant (Psychiatry/Psychology Clinical Experience Required)

Job Title: Administrative Assistant (Psychiatry/Psychology Clinical Experience Required)

Position type: Full-Time

Work hours: 9:00 AM – 6:00 PM EST (40+ hours/week)

Work days: Monday – Friday

Salary: $6–$7 per hour (depending on experience)

Job code: MA-Lav Inc

Workplace: Remote

Preferred Candidate Location: Philippines

About the Company

Our client is a fast-growing, mission-driven mental health practice operating with a strong startup mentality. The company is focused on building scalable systems to improve access to high-quality psychiatric and psychological care. They move quickly, think proactively, and prioritize solutions over problems.

They are seeking a highly driven Administrative Assistant with Psychiatry/Psychology clinical experience who thrives in a fast-paced environment and aligns with their mission.

This role combines Care Coordinator + Front Desk Receptionist + Administrative Assistant responsibilities.

Role Overview

The Administrative Assistant will serve as the first point of contact for clients while supporting care coordination and administrative operations. The role requires strong empathy, exceptional communication skills, and the ability to manage high call volumes while maintaining professionalism and warmth — especially in a mental health setting.

The candidate must be comfortable learning and navigating a custom-built proprietary platform (no third-party EHR systems are used).

Key Responsibilities:

Call Management & Client Interaction

• Handle high-volume inbound and outbound calls
• Provide real-time support to clients with empathy and professionalism
• Ensure callers feel heard, supported, and properly guided
• Manage follow-ups and ongoing client communication

Client Intake & Scheduling

• Conduct new client intake processes
• Schedule and coordinate appointments
• Maintain accurate documentation in the proprietary system
• Ensure timely follow-ups and organized scheduling workflows

Care Coordination

• Support psychiatrists/psychologists with care coordination tasks
• Maintain consistent client engagement
• Monitor and manage client communication channels
• Ensure smooth coordination between clients and providers

Administrative & Operational Support

• Assist with remote administrative tasks as needed
• Use messaging apps and CRM platforms (Slack, Salesforce, WhatsApp, Skype)
• Identify workflow inefficiencies and suggest improvements
• Support automation and scaling initiatives (AI-first mindset preferred)

Requirements

Required Qualifications

• Must be a Psychiatrist or Psychologist with clinical experience
• Strong English proficiency (minimum 80% clarity)
• Experience working in a mental health setting
• Experience handling high-volume inbound calls
• Experience with EMR/EHR systems (must be comfortable learning a custom system)
• Comfortable using CRM and messaging tools
• Highly organized and detail-oriented
• Self-starter who does not require constant supervision

Ideal Candidate Profile

We are looking for someone who:

• Has a strong startup mentality and go-getter attitude
• Is highly productive and execution-focused
• Is proactive and solution-oriented
• Is flexible and adaptable to shifting schedules and business needs
• Is not rigid about job scope and willing to step outside defined tasks
• Understands business urgency and mission-driven work
• Maintains a positive mindset and is not easily discouraged
• Believes in contributing to company growth
• Is comfortable in a fast-paced, scaling environment
• Thinks automation-first and embraces AI tools

Cultural fit is critical. We value resilience, ownership, and mission alignment.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.