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Lead Office Assistant

2 weeks ago

Costa Mesa, California, United States Naomi Babcock LCSW Full time $58,720 per year

Job Overview

As a Lead Office Assistant, you will be the heartbeat of our office, ensuring that operations run smoothly and efficiently. You'll provide direct assistance to the owner of a busy psychotherapy pracitce. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a dynamic, confidential, and compassionate environment. The role supports owner's scheduling, assists with business projects, coordinates with the office manager, and performs key administrative functions that help the practice run smoothly.

What you'll do

  • Manage and maintain the owners' professional calendar, meetings, and appointment.
  • communicate professionally with staff, clients, and external businesses.
  • Coordinate meeting links, communication with psychotherapy clients, and provide necessary forms.
  • Assist the office manager with day to day operational tasks and checking in on this daily
  • Provide full coverage for office manager during absences, learning and maintaining competency in their essential duties
  • Utilize QuickBooks for bookkeeping tasks and financial record-keeping as needed
  • Support organization of electronic and paper files ensuring confidentiality of clinical
  • Assist with insurance credentialing and re-credentialing and updates with panels as directed by Owner
  • Assist in developing and formatting client forms, policy updates, and office documents.
  • Prepare reports, spreadsheets, and visual materials as requested

Basic qualifications

  • Strong organizational skills with the ability to multitask effectively in a fast-paced environment
  • Proficient computer skills including Microsoft Office Suite and Google Workspace

Preferred qualifications

  • Previous administrative or executive assistant experience ideally in a small business, mental health/healthcare environment
  • Ability to work independently, prioritize multiple tasks, and maintain confidentiality.
  • Experience working with insurance credentialing and practice managing systems preferred
  • Compassionate, professional demeanor aligned with therapeutic and client-centered environment

Why you'll love it here

We believe in fostering an environment where our employees can thrive both personally and professionally. Join us to experience a workplace that values your contributions and supports your growth.

Our benefits include:

  • Competitive hourly pay based on experience
  • Opportunities for professional development and training
  • A collaborative team culture that encourages innovation
  • Flexible hybrid schedule
  • Opportunity for professional growth and recommendations for graduate school with positive review

Join us as we work together to create an efficient office environment that supports such important work

Job Type: Part-time

Pay: $ $28.10 per hour

Benefits:

  • Paid time off
  • Professional development assistance

Work Location: Hybrid remote in Costa Mesa, CA 92626